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Job Description
Chief Manager - Administration & FacilitiesThe incumbent is responsible for leading end-to-end administration and facilities operations to ensure efficient, compliant, and high-quality workplace management across locations. The role encompasses office operations, facilities management, safety and security oversight, vendor and contract governance, travel and support services, and employee experience delivery. The incumbent will drive policy implementation, budget management, cost optimization, and process standardization, while leveraging automation and data-driven insights to enhance operational efficiency. The role also includes accountability for sustainability initiatives, regulatory compliance, and maintaining a safe, secure, and productive work environment.
KEY STAKEHOLDERS: INTERNAL
Functional Heads, Shared Services, Corporate Finance, Internal Auditors, Peers from other businesses
KEY STAKEHOLDERS: EXTERNAL
Service providers, Statutory authorities
REPORTING STRUCTURE:
This position will report to the Associate Vice President – HR & Administration
QUALIFICATION: Master’s degree in Business Administration, Facilities Management, or a related field.
EXPERIENCE: Minimum of 12 years of experience in office administration and facilities management.
SKILLS AND COMPETENCIES
- Strong understanding of facilities management, workplace services, travel operations, and admin governance
- Expertise in budgeting, cost control, and financial discipline
- Knowledge of statutory compliance, EHS standards, and security frameworks
- Ability to drive process standardization, SLA-based service delivery, and continuous improvement
- Strong capability in space planning and infrastructure optimization
- Exposure to automation tools (helpdesk systems, workflow tools, visitor/asset management)
- Ability to leverage data, MIS, and dashboards for decision-making and performance tracking
- Excellent stakeholder management with ability to influence senior leadership
- Proactive, Structured problem-solving and decision-making approach
Commitment to sustainability, ESG practices, and responsible workplace management
Key Responsibilities:
Office & Administration Management
- Oversee end-to-end office operations to ensure seamless functioning, high service standards, and alignment with organizational policies.
- Drive standardization, process efficiency, and service excellence across locations.
Facilities Management
- Ensure a safe, compliant, and productive work environment across all offices and sites.
- Manage preventive and breakdown maintenance, utilities, and infrastructure lifecycle.
- Oversee company-leased/owned assets including vehicles and workforce deployed for facility services.
- Administer and optimize guest house operations across locations with defined service standards.
Travel & Helpdesk Management
- Establish and manage a centralized travel helpdesk for domestic and international travel.
- Ensure cost-effective travel planning, policy adherence, and seamless employee experience.
- Drive SLAs for query resolution, ticketing, accommodation, and travel support services.
- Leverage data insights to optimize travel spend and vendor utilization.
Security Management
- Implement robust physical security frameworks across locations.
- Ensure effective deployment of security personnel, systems (CCTV, access control), and protocols.
- Safeguard employees, visitors, and organizational assets through proactive risk management.
Vendor & Contract Management
- Develop and manage strategic partnerships with vendors and service providers.
- Drive competitive sourcing, contract negotiations, and performance governance through SLAs/KPIs.
- Ensure service quality, compliance, and continuous cost optimization.
Budgeting & Cost Optimization
- Prepare and manage annual budgets for administration, facilities, and travel.
- Track and control expenses against approved budgets with strong financial discipline.
- Identify and implement cost optimization initiatives without compromising service quality.
- Drive data-led decision-making for spend efficiency.
Automation & Process Excellence
- Identify and implement automation opportunities across admin and facilities processes (e.g., helpdesk, asset tracking,
- visitor management, travel workflows).
- Drive digitization, system integration, and reduction of manual dependencies.
- Establish dashboards and MIS for real-time monitoring and decision-making.
Health, Safety & Compliance
- Ensure adherence to all statutory, environmental, and occupational health & safety requirements.
- Develop and operationalize emergency response plans, audits, and mock drills.
- Drive a culture of safety and compliance across all locations.
Space Planning & Infrastructure Optimization
- Plan and optimize workspace utilization aligned to business needs and future growth.
- Lead office layout planning, moves, expansions, and consolidation initiatives.
- Drive efficient utilization of infrastructure and real estate.
Employee Support Services
- Oversee front-office operations, events, mailroom, and office supplies management.
- Ensure consistent, high-quality employee experience through well-defined service standards and SLAs.
Sustainability & ESG Initiatives
- Drive sustainability initiatives including energy efficiency, waste management, and resource optimization.
- Align office operations with organizational ESG goals and regulatory expectations.
Policy, Governance & Controls
- Develop, update, and enforce policies related to administration, travel, facilities, and security.
- Ensure strong governance, audit readiness, and adherence across all locations.
