Assistant Vice President Admin

Job Purpose

To lead and oversee the entire Administration function across offices, project sites, guest houses, assets, transport, housekeeping, and maintenance operations. Responsible for developing processes, ensuring policy compliance, optimizing costs, enhancing service quality, and driving operational excellence to support business goals for apartments, villas, and plot projects.

Key Responsibilities

1. Strategic & Operational Leadership

• Lead the Admin department and provide strategic direction across all admin verticals.
• Develop and implement SOPs, policies, and governance frameworks.
• Ensure smooth functioning of all admin operations across multiple locations.
• Monitor service levels, responsiveness, and effectiveness of internal teams.

2. Vendor, Cost & Budget Management

• Finalise vendors, negotiate contracts, and manage rate agreements.
• Prepare annual admin budgets for facilities, transport, housekeeping, maintenance, and purchases.
• Monitor expenses and maintain strict cost control with minimal variances.
• Review and approve high-value admin purchases, services, and AMC renewals.

3. Facility & Maintenance Oversight

• Oversee facility management, housekeeping hygiene standards, and maintenance activities.
• Ensure 100% uptime of utilities, office equipment, site offices, and guest houses.
• Ensure safety, compliance, and operational continuity across all locations.

4. People, Vendor & Stakeholder Management

• Lead a team comprising housekeeping, facility, security, and admin support staff.
• Conduct performance reviews, training, and team development initiatives.
• Monitor vendor performance and ensure timely issue resolution.
• Maintain strong relationships with internal departments (HR, Finance, Sales, Projects).

5. Compliance, Reporting & Risk Management

• Ensure compliance with company policies, safety regulations, and statutory requirements.
• Oversee asset management including audits, tracking, and lifecycle management.
• Review MIS reports and dashboards for admin, transport, and maintenance functions.
• Manage escalations and ensure quick resolution of critical operational issues.

6. Event & Special Project Support

• Lead admin support for large-scale events, launches, board meetings, and external engagements.
• Drive special projects such as office expansions, relocations, and process automation.
• Implement a culture of continuous improvement and operational discipline.