Job Code: SIL-44145
Ahmedabad, Gujarat, India
1 position
Required Experience
6 - 8 Years
Skills
Office Administratio... ,
Infrastructure,
Facilities Managemen...
Job Description
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Role Overview
The Head of Infrastructure & Administration is a senior leadership role responsible for the seamless functioning of all physical, operational, and technology infrastructure across the company's four office locations. This role is the backbone of the organization's day-to-day operations — ensuring a productive, safe, compliant, and well-maintained work environment for all employees.
The incumbent will drive standardization of processes across sites, manage cross-functional admin and infra teams, and act as the primary point of contact for all vendor, facility, and office operations matters.
Key Responsibilities
1. Facilities & Office Management
Oversee daily operations of all 4 office locations including leases, maintenance, housekeeping, and space planning
Ensure all offices are functional, safe, and compliant with local regulations and company standards
Plan and execute office expansions, relocations, refurbishments, and fit-outs
Monitor and optimize space utilization across locations
Coordinate with landlords/property owners for lease renewals and compliance
2. Vendor & Contract Management
Identify, onboard, and manage vendors for facilities, housekeeping, security, AMC, travel, courier, and other services
Negotiate contracts to ensure cost-effectiveness, quality of service, and SLA compliance
Conduct periodic vendor reviews and manage renewals, escalations, and replacements
Maintain an updated vendor master and contracts repository
3. Administration & Support Services
Manage travel and accommodation for employees across all locations
Oversee front desk, reception, mailroom, and visitor management
Coordinate events, offsites, town halls, and internal celebrations across offices
Manage pantry/cafeteria operations, stationery, and general procurement
Handle courier, document management, and records administration
4. Security & Compliance
Ensure physical security across all offices — access control, CCTV, security personnel
Maintain compliance with fire safety norms, emergency exit protocols, and periodic drills
Track and ensure regulatory compliance for office operations (labor, environment, municipal)
Prepare and maintain Business Continuity Plans (BCP) for infrastructure scenarios
5. Budget & Cost Management
Prepare and manage the annual admin & infrastructure budget across all locations
Track expenditures, identify cost-saving opportunities, and report variances to leadership
Drive cost optimization in areas such as utilities, vendor consolidation, and resource allocation
Approve invoices, manage POs, and ensure proper documentation for audits
6. Team Leadership & Development
Lead, mentor, and manage admin/infra teams at each of the 4 office locations
Set KPIs, conduct performance reviews, and build a high-performance operations team
Foster a culture of proactiveness, accountability, and service excellence
Develop cross-location SOPs and ensure consistent process adherence
7. Stakeholder Management
Act as a key liaison between business units, HR, Finance, and external agencies
Collaborate with HR on workspace onboarding, ergonomics, and employee experience initiatives
Provide regular operational MIS reports and dashboards to leadership
Represent the company with vendors, government bodies, and building management
Education
Bachelor's degree in Business Administration, Engineering, Facilities Management, or a related field
MBA or postgraduate qualification in Operations/Management is a plus
Experience
12–18 years of experience in administration and infrastructure management, with at least 5 years in a senior/head role
Prior experience managing multi-location operations in a technology/software company strongly preferred
Proven track record of managing large vendor portfolios, facility projects, and cross-functional teams
Experience in managing IT infrastructure (non-technical but operationally proficient) is essential
Core Skills
Strong leadership and people management abilities across geographically distributed teams
Excellent negotiation and vendor management skills
Proficiency in budget management and financial reporting
Strong knowledge of facilities management, workplace safety standards, and compliance requirements
Ability to manage multiple priorities, projects, and stakeholders simultaneously
Travel accommodation management
Behavioural Competencies
High ownership mindset with a bias for action and problem-solving
Excellent communication and interpersonal skills
Detail-oriented with strong organizational capabilities
Ability to work under pressure and manage ambiguity in a fast-paced environment
Collaborative, empathetic leader who can influence without authority
Tools & Technology
Proficiency in MS Office Suite (Excel, Word, PowerPoint)
Familiarity with HRMS, ITSM, and facility management tools/platforms
Experience with procurement and contract management systems
Comfortable with data, dashboards, and MIS reporting
Key Performance Indicators (KPIs)
Office uptime and zero unplanned infrastructure downtime
Employee satisfaction scores for workplace experience
Budget adherence and cost savings vs. prior year
Vendor SLA compliance rates
Compliance and audit readiness scores
Timely execution of facility and infra projects
Team retention and performance scores
About Company
Sigma Infosolutions Ltd. (https://www.sigmainfo.net), an ISO 9001: 2015 & ISO 27001: 2022 certified company, is a global IT & Product Engineering services company. We specialize in the execution of strategic initiatives for business leaders. Sigma is headquartered in California, US and has operations in India as well. The India Development Centers are located in Bangalore, Ahmedabad, Jodhpur and Indore.
