Administration Head

Job Title: Admin Head
Department: Administration

Job Summary

The Admin Head will be responsible for overseeing and managing the organizations complete administrative operations, facilities, infrastructure, vendor management, security, housekeeping, transport, office services, and general workplace requirements. The role requires strong leadership, planning, negotiation, problem-solving, and people-management skills to ensure smooth and cost-effective day-to-day operations.

Key Responsibilities

1. Administration & Office Management

• Manage overall administrative activities and ensure smooth day-to-day functioning of the organization.
• Develop and implement administrative policies, procedures, and systems.
• Ensure availability and efficient utilization of office infrastructure, equipment, and resources.
• Maintain proper records, documentation, licenses, agreements, and statutory administrative documents.
• Coordinate with various departments to address administrative requirements.

2. Facilities & Infrastructure Management

• Oversee office/facility maintenance, repairs, electrical, plumbing, HVAC, civil works, and other infrastructure requirements.
• Ensure a clean, safe, hygienic, and well-maintained workplace.
• Plan and monitor preventive and corrective maintenance activities.
• Manage office space planning, seating arrangements, relocation, renovation, and expansion projects.

3. Vendor & Contract Management

• Identify, evaluate, negotiate with, and manage vendors and service providers.
• Handle contracts related to housekeeping, security, transportation, maintenance, catering, pest control, etc.
• Monitor vendor performance, service quality, SLAs, and compliance.
• Negotiate commercial terms to achieve cost efficiency.

4. Security & Safety

• Ensure effective security arrangements for employees, visitors, assets, and premises.
• Supervise security personnel and security systems such as CCTV, access control, visitor management, and emergency protocols.
• Coordinate with relevant teams for fire safety, emergency preparedness, and disaster management.
• Ensure compliance with applicable safety and statutory requirements.

5. Transport & Travel Management

• Manage employee transportation, company vehicles, drivers, and transport vendors where applicable.
• Monitor vehicle utilization, maintenance, fuel expenses, and related documentation.
• Coordinate official travel arrangements and accommodation, as required.

6. Budget & Cost Control

• Prepare and manage the annual administration budget.
• Monitor administrative expenses and identify opportunities for cost reduction.
• Approve/review administrative purchase requests within delegated authority.
• Maintain proper control over assets, consumables, stationery, and other resources.

7. Employee Support Services

• Ensure timely resolution of employee-related administrative requirements.
• Manage employee amenities such as cafeteria, pantry, housekeeping, transportation, parking, and common areas.
• Support employee engagement activities, events, meetings, conferences, and organizational functions.

8. Statutory & Compliance Support

• Ensure timely renewal and maintenance of administrative licenses, registrations, contracts, insurance, and other applicable documents.
• Coordinate with legal, HR, finance, and external agencies for compliance-related matters.
• Maintain records for audits and inspections.

9. Team Management

• Lead, supervise, and develop the administration team.
• Allocate responsibilities and monitor team performance.
• Establish SOPs and service standards for administrative functions.
• Train and guide team members to improve efficiency and service quality.

Key Skills & Competencies

• Strong administrative and organizational skills
• Excellent communication and interpersonal skills
• Leadership and team-management ability
• Vendor management and negotiation skills
• Budgeting and cost-control knowledge
• Problem-solving and decision-making skills
• Facility and infrastructure management
• Knowledge of safety and statutory requirements
• Ability to manage multiple priorities under pressure
• High level of integrity, confidentiality, and professionalism