Role Overview
Roswalt Realty is looking for an experienced, dynamic, and highly accountable Admin Head & Facility Management Division Head to lead the Administration & Facility Management Division across all Roswalt Realty offices, sales sites, projects, and RedThread properties in Goa.
The role requires complete ownership of corporate administration, facility management, vendor governance, manpower planning, budget control, SOP implementation, audits, project launches, handover readiness, and operational excellence across the organization.
This is a leadership position responsible for building systems, enforcing operational discipline, driving cost optimization, maintaining workplace standards, and ensuring every Roswalt location operates seamlessly through structured processes and measurable performance.
Key Responsibilities1. Corporate Administration Management
- Lead end-to-end administration across the Head Office, branch offices, sales galleries, and project offices.
- Ensure all offices remain fully operational, presentable, and compliant with company standards.
- Maintain office infrastructure, seating, meeting rooms, utilities, office assets, reception, pantry, and common areas.
- Ensure uninterrupted administration support for employees and leadership.
- Prepare offices for leadership meetings, client visits, audits, inspections, and special events.
2. Facility Management
- Manage complete facility operations across all Roswalt locations.
- Supervise preventive and corrective maintenance activities.
- Ensure proper functioning of electrical systems, plumbing, HVAC, DG sets, elevators, fire safety systems, STP/WTP, lighting, and utilities.
- Monitor housekeeping, security, pest control, landscaping, and common area maintenance.
- Ensure all facility complaints are resolved within defined turnaround timelines.
- Maintain high standards of cleanliness, safety, and operational readiness.
3. Sales Site & Project Administration
- Manage administration across all project sites and sales offices.
- Ensure every sales gallery and experience center is operational before business hours.
- Maintain furniture, branding, electrical arrangements, housekeeping, pantry, visitor amenities, and security.
- Conduct periodic and surprise inspections across all project locations.
- Maintain site readiness checklists and ensure immediate closure of observations.
4. Vendor Management
- Manage all administration and facility-related vendors.
- Identify, evaluate, onboard, and monitor vendors across housekeeping, security, maintenance, electrical, plumbing, pest control, landscaping, transport, and AMCs.
- Negotiate contracts, pricing, and service-level agreements.
- Maintain vendor performance scorecards.
- Review vendor performance periodically and recommend corrective actions or replacements.
- Ensure proper documentation of contracts, work orders, agreements, bills, and renewals.
5. Budget Planning & Cost Control
- Prepare annual, quarterly, and monthly administration budgets.
- Monitor actual expenses against approved budgets.
- Drive cost optimization without compromising service quality.
- Prepare weekly budget reports and monthly MIS.
- Identify cost-saving opportunities across administration and facility operations.
- Coordinate with Finance for approvals and budget utilization.
6. Administration SOPs & Process Governance
- Develop and implement standard operating procedures across all administration functions.
- Standardize workflows for housekeeping, pantry, security, visitor management, meeting room readiness, asset management, complaint handling, and emergency response.
- Review SOP effectiveness periodically.
- Maintain document control and version history.
- Conduct regular compliance audits.
7. Team Leadership
- Lead the complete administration and facility management team.
- Manage Admin Executives, Facility Supervisors, Housekeeping, Pantry Staff, Reception, Security, and Support Staff.
- Allocate responsibilities across locations.
- Conduct weekly review meetings.
- Monitor individual and team performance.
- Build accountability, ownership, and operational discipline.
8. Staff Training & Capability Development
- Develop induction and refresher training programs.
- Train teams on workplace etiquette, hygiene, safety, grooming, emergency response, customer service, and SOP compliance.
- Conduct regular assessments and coaching sessions.
- Ensure newly deployed staff receive complete operational training.
9. Workplace Standards & Employee Experience
- Ensure professional workplace standards across all offices.
- Maintain high-quality housekeeping, pantry services, hospitality, reception management, and visitor experience.
- Monitor employee support services.
- Maintain discipline, punctuality, and service etiquette among support staff.
- Coordinate with HR for behavioral interventions wherever required.
10. Audits & Compliance
- Conduct scheduled and surprise audits across all offices and project sites.
- Review cleanliness, safety, maintenance, stock levels, manpower deployment, branding, and documentation.
- Prepare detailed audit reports.
- Track corrective actions until closure.
- Escalate recurring non-compliance to management.
11. New Project Launch Administration
- Lead complete administration support for new project launches.
- Coordinate Bhoomi Poojan, launch events, experience centers, and sales office readiness.
- Arrange vendors, hospitality, utilities, housekeeping, security, branding, furniture, and temporary infrastructure.
- Prepare launch readiness checklists.
- Ensure flawless execution without operational gaps.
12. Coordination with Construction & Projects Team
- Work closely with Construction and Projects teams.
- Ensure timely infrastructure readiness.
- Support temporary offices, sales cabins, experience centers, sample flats, and project offices.
- Coordinate civil, electrical, plumbing, carpentry, signage, and maintenance requirements.
- Ensure timely completion of operational requirements.
13. Asset & Inventory Management
- Maintain complete records of office assets and inventory.
- Monitor stationery, housekeeping materials, pantry stock, consumables, and maintenance inventory.
- Conduct periodic physical verification.
- Implement stock controls and reorder levels.
- Prevent wastage, pilferage, and unnecessary procurement.
14. Meeting & Event Management
- Ensure conference rooms remain fully functional and presentation-ready.
- Coordinate board meetings, leadership meetings, client meetings, and internal events.
- Arrange seating, AV systems, refreshments, hospitality, and meeting logistics.
- Support company events and employee engagement programs.
15. Documentation, MIS & Reporting
- Prepare daily, weekly, and monthly administration MIS.
- Maintain reports on budgets, vendor performance, audits, maintenance schedules, complaints, and asset registers.
- Track pending issues with ownership and deadlines.
- Submit dashboards and operational reports to management.
Key Deliverables
- Complete administration readiness across all offices and project sites.
- High standards of facility management and workplace maintenance.
- Strong vendor governance and contract compliance.
- Effective budget management and cost optimization.
- SOP implementation across administration functions.
- Timely completion of audits and corrective actions.
- Seamless execution of project launches and office setups.
- High employee and visitor service standards.
- Efficient inventory and asset management.
- Accurate MIS reporting and operational dashboards.
Required Qualifications
- Bachelor's degree in Business Administration, Facility Management, Engineering, Operations, or a related field.
- MBA or relevant certifications in Facility Management will be an added advantage.
Experience Required
- 8–14 years of experience in Administration, Facility Management, or Property Management.
- Minimum 3–5 years in a leadership role managing multiple locations.
- Experience in Real Estate, Construction, Hospitality, Corporate Offices, Commercial Buildings, or Facility Management organizations will be preferred.
- Proven experience in vendor management, budget control, facility operations, project launches, and multi-site administration.
Key Skills
- Multi-location Administration
- Facility Management
- Vendor Management
- Contract Negotiation
- Budget Planning & Cost Control
- SOP Development
- Team Leadership
- Housekeeping & Security Management
- Asset & Inventory Control
- Preventive Maintenance
- AMC Management
- Office Operations
- Audit & Compliance
- MIS & Reporting
- Project Launch Coordination
- Stakeholder Management
- Problem Solving
- Leadership & Decision Making
- Process Improvement
- Excellent Communication Skills
Pay: ₹1,400,000.00 - ₹1,560,000.00 per year
Benefits:
- Cell phone reimbursement
- Internet reimbursement
- Paid sick time
- Paid time off
- Provident Fund
Application Question(s):
- Do you have 8+ years of experience in Administration, Facility Management, or Property Management, including managing multiple offices/sites?
- Have you independently handled vendor management, facility operations, annual budgets, AMCs, and cost control in your current or previous organization?
- Have you led a team of Admin, Housekeeping, Security, and Facility staff while implementing SOPs, conducting audits, and ensuring operational compliance?
- Have you worked in the Real Estate, Construction, Commercial Property, or Facility Management industry and are you willing to work from Oshiwara, Monday to Saturday?
Work Location: In person
