Administration Lead

Role Purpose

To lead and manage the Administration function by ensuring efficient office operations, facility management, vendor governance, travel administration, workplace experience, statutory compliance, cost optimization, employee engagement, and continuous process improvement across corporate offices and project sites.

Office Administration & Facilities

• Manage end-to-end office administration across all corporate offices and project sites.
• Ensure smooth functioning of office infrastructure, utilities and support services.
• Drive adherence to administration SOPs and service standards.
• Monitor administration service levels and ensure timely closure of requests within defined SLAs.
• Maintain office assets, administration records and documentation.
• Standardize administration processes across locations.

Facility Management

• Oversee housekeeping, security, pantry, reception and office support services.
• Ensure workplace hygiene, cleanliness and office upkeep.
• Manage preventive and corrective maintenance of office infrastructure and equipment.
• Ensure high availability of critical infrastructure including HVAC, DG sets, lifts and access control systems.
• Conduct periodic facility inspections and workplace audits.

Vendor & Contract Management

• Identify, onboard and manage administration vendors and service partners.
• Negotiate commercial terms and service agreements.
• Manage vendor contracts and AMCs, ensuring timely renewals.
• Monitor vendor performance against defined SLAs.
• Drive cost optimization through effective vendor negotiations and contract management.
• Ensure vendor billing processed in timely manner to ensure contractual staff salaries paid on time.

Travel & Logistics Management

• Manage domestic and international travel arrangements.
• Coordinate flights, accommodation, local transport and travel logistics.
• Ensure compliance with the company travel policy.
• Monitor travel costs and recommend savings opportunities.
• Deliver a seamless travel experience with minimal last-minute escalations.

Budget & Cost Management

• Prepare, manage and monitor the annual administration and engagement budget.
• Track monthly administration expenditure against budget.
• Conduct variance analysis and recommend corrective actions.
• Identify cost optimization opportunities.
• Maintain budget forecasts and financial reports.

Vendor Billing & Finance Coordination

• Verify and process vendor invoices within defined timelines.
• Coordinate with Finance for timely payments.
• Resolve invoice discrepancies.
• Maintain billing records and audit documentation.

Third-Party Manpower Management

• Manage deployment of outsourced manpower including housekeeping, security, drivers and facility staff.
• Monitor manpower utilization and optimize deployment.
• Ensure contractor statutory and contractual compliance.
• Verify contractor documentation, attendance and compliance records.
• Drive manpower cost optimization without compromising service quality.

Compliance & Risk Management

• Ensure compliance with statutory and regulatory requirements related to administration and facilities.
• Coordinate internal and external audits.
• Close audit observations within defined timelines.
• Proactively mitigate operational and compliance risks.

Employee Engagement & Events

• Develop and execute the annual employee engagement calendar in collaboration with HR and business stakeholders.
• Plan, coordinate and execute employee engagement initiatives, celebrations, wellness activities and organizational events across locations.
• Manage end-to-end event logistics, vendor coordination, venue arrangements, communication and on-ground execution.
• Prepare and monitor event budgets while ensuring cost-effective delivery.
• Drive employee participation through effective planning and communication.
• Track participation, engagement metrics and post-event feedback.
• Analyse engagement trends and recommend improvements.
• Maintain the annual engagement calendar, event tracker, budgets and post-event MIS.
• Introduce innovative engagement initiatives that strengthen employee engagement and workplace culture.

SAP SuccessFactors Travel & Claims Administration

• Manage travel requests and expense claim workflows through SAP SuccessFactors.
• Ensure timely and accurate processing of travel and expense claims.
• Coordinate with employees and Finance for claim closures.
• Maintain system accuracy and generate MIS reports.

Process Improvement & Automation

• Identify opportunities to automate administration processes.
• Simplify workflows to improve turnaround time and service quality.
• Implement technology-enabled solutions.
• Drive continuous improvement initiatives.

Team Leadership

• Lead, coach and develop the Administration team.
• Allocate responsibilities and monitor performance.
• Foster a customer-centric culture.
• Drive capability development.