Key Responsibilities 1. Facility & Infrastructure Management Manage upkeep, maintenance (preventive and breakdown), and housekeeping of all offices and warehouses. Handle office/warehouse leases, renewals, rent coordination, and relationships with landlords and local authorities. Support office setup, expansion, relocation, renovation, and interior fit-out projects within budget and timelines. Ensure uninterrupted utilities (electricity, DG sets, water, HVAC, internet/telecom) and manage AMCs for all critical equipment. 2. Branch & Warehouse Administration Implement standardized administrative processes, SOPs, and checklists across all branches and warehouses. Conduct periodic audits/site visits of branch offices and warehouses to review upkeep, compliance, safety, and asset condition. Act as the first point of contact for location-level administrative issues and ensure timely resolution. Coordinate with branch/warehouse in-charges for infrastructure needs, manpower support, and local vendor management. 3. Security & Safety Manage physical security at all locations — security agency coordination, access control, CCTV surveillance, visitor management, and material gate-pass systems (especially at warehouses). Ensure fire safety compliance: firefighting equipment, evacuation plans, mock drills, and fire NOCs at every location. Implement and monitor EHS (Environment, Health & Safety) practices; report incidents and drive corrective actions. Execute emergency response and business continuity protocols for all sites. 4. Vendor & Contract Management Identify, negotiate, and manage vendors for housekeeping, security, cafeteria, transport, courier, stationery, repairs, and AMCs. Drive cost optimization through rate contracts, vendor consolidation, and periodic performance reviews. Ensure all contracts are properly documented, renewed on time, and compliant with company policy. 5. Asset & Inventory Management Maintain a company-wide fixed asset register for admin assets (furniture, equipment, vehicles, etc.) across all locations. Manage procurement, allocation, tagging, transfer, and disposal of admin assets. Oversee the company vehicle fleet — allocation, maintenance, fuel, insurance, and driver management. 6. Statutory & Regulatory Compliance Ensure all locations hold valid licenses and registrations (Shops & Establishment, trade licenses, warehouse licenses, fire NOC, pollution/utility approvals as applicable). Liaise with government bodies, municipal authorities, police, and local agencies as required. Support internal and external audits with complete administrative documentation. 7. Travel, Events & Employee Support Services Manage travel desk operations — ticketing, hotel bookings, visas, and travel policy compliance. Oversee cafeteria/pantry services, front office/reception, courier & mailroom, and printing/stationery. Support organization of company events, meetings, conferences, and guest management. 8. Budgeting & Cost Control Support preparation and monitoring of the annual administration budget (capex and opex) for all locations. Track monthly admin expenses vs. budget; analyze variances and drive cost-saving initiatives. Process admin-related purchase requisitions and bills as per delegation of authority. 9. Team Management Lead, supervise, and coordinate the administration team across HO and all locations, ensuring adequate manpower and coverage at each site. Assign daily tasks, set clear responsibilities, and monitor completion against defined TATs for internal customer requests. Define KRAs/KPIs for the admin team, conduct regular performance reviews, and provide constructive feedback. Identify training needs and build team capability, cross-skilling members to ensure continuity during absences. Manage rosters, shifts, leave, and attendance for admin, housekeeping, security, and transport staff. Resolve team conflicts, motivate the team, and foster a service-oriented, accountable work culture. Coordinate with the Head of Administration on escalations, resourcing, and process improvements. Key Performance Indicators (KPIs) Facility uptime and closure TAT for admin complaints/tickets Admin cost per employee / per sq. ft. vs. budget; savings achieved 100% validity of statutory licenses, NOCs, and AMCs across locations Security & safety incident rate; audit/mock-drill compliance scores Vendor SLA adherence and contract renewal timeliness Branch/warehouse audit scores and corrective action closure rate Team productivity, TAT adherence, and staff attendance/retention
