Administration Team Lead

Job Title

Team Lead Administration

Department

Administration / Facilities Management

Industry

BPO / ITES

Job Summary

The Team Lead Administration is responsible for managing and supervising daily administrative operations within a BPO environment. This role involves overseeing facility management, vendor coordination, transportation, security, housekeeping, and employee support services to ensure smooth business operations across shifts in a fast-paced work environment.

Key Responsibilities:

Administrative Operations

• Supervise day-to-day administrative activities and ensure uninterrupted office operations.
• Manage office facilities, seating arrangements, and infrastructure support.
• Ensure the smooth functioning of cafeteria, transportation, housekeeping, and security services.

Team Management

• Lead and guide the administration team across shifts.
• Allocate tasks, monitor team performance, and ensure SLA compliance.
• Conduct regular team meetings and training sessions.

Vendor & Facility Management

• Coordinate with vendors for office maintenance, AMC services, and procurement activities.
• Monitor vendor performance and ensure timely service delivery.
• Handle facility audits and compliance checks.

Transport & Shift Coordination

• Oversee employee transportation operations for rotational shifts.
• Coordinate transport schedules and resolve employee transportation concerns.
• Ensure safety and compliance in transportation management.

Employee Support

• Address employee administrative queries and handle escalations.
• Support employee engagement activities, events, and wellness initiatives.
• Coordinate onboarding logistics for new employees.

Compliance & Reporting

• Maintain administrative records, invoices, and asset inventories.
• Prepare MIS reports related to administrative expenses and facility utilization.
• Ensure adherence to company policies, health & safety standards, and statutory regulations.
• Ensure timely feedback is obtained from all stakeholders, conduct feedback analysis, and share insights with the leadership team on a weekly, monthly, quarterly, and annual basis.
• Work on action items identified through analysis to improve the quality of administration and facility management services, thereby enhancing internal client satisfaction.

Cost & Asset Management

• Track administrative budgets and optimize operational costs.
• Manage office assets, stationery, and inventory control.

Required Skills & Competencies

• Strong leadership and team management skills
• Excellent communication and coordination abilities
• Expertise in vendor and facility management
• Knowledge of transportation management in BPO operations
• Strong problem-solving and decision-making skills
• Ability to work in rotational shifts, if required
• Good knowledge of MS Office and reporting tools
• Strong time management and multitasking abilities

Qualifications

• Bachelors degree in Business Administration, Management, or a related field.

Experience

• 68 years of experience in Administration within the BPO/ITES industry.
• Minimum 2 years of team handling experience preferred.

Preferred Candidate Profile

• Experience in handling 24/7 office operations.
• Familiarity with BPO work culture and shift-based operations.
• Strong vendor negotiation and employee management skills.

Shift Timing: 5.00PM – 2.00AM