Administration Head

JOB DESCRIPTION (JD)

Designation: Admin Head New Company Setup

Department: Administration
Reporting To: Director / Management
Location: To be decided
Industry: Manufacturing / Garment Export / Corporate Setup
Experience: 8–12 years preferred, with proven experience in factory or corporate administration and new facility setup.

1. Job Purpose

To lead the complete administrative setup and operational readiness of a new company, including infrastructure, office and factory facilities, vendor management, statutory coordination, security, housekeeping, transport, and other essential administrative functions. Ensure that the facility is ready for smooth business operations within the approved timeline and budget.

2. Key Roles & Responsibilities

A. New Company Setup & Infrastructure

• Lead the end-to-end administrative setup of the new office/factory from initial planning to operational readiness.
• Coordinate civil work, electrical installations, plumbing, lighting, furniture, fixtures, office layout, and other infrastructure requirements.
• Ensure readiness of workstations, meeting rooms, reception, washrooms, canteen, parking, and other common facilities.
• Coordinate with architects, contractors, electricians, interior vendors, and other service providers.
• Prepare setup timelines, action plans, budgets, and progress reports for management.

B. Vendor & Procurement Management

• Identify, evaluate, negotiate with, and finalize vendors for administrative requirements.
• Manage procurement of furniture, stationery, housekeeping materials, security equipment, and other essential items.
• Obtain quotations, prepare comparative statements, and secure management approvals before purchases.
• Monitor vendor performance, service quality, delivery timelines, and cost control.

C. Statutory Compliance & Documentation

• Coordinate with relevant departments and consultants for applicable factory, building, fire, electrical, environmental, and other statutory approvals.
• Maintain records of licenses, approvals, agreements, insurance, AMC contracts, and renewal dates.
• Coordinate with HR, EHS, Finance, and external consultants to ensure applicable compliance requirements are fulfilled before operations commence.
• Maintain proper documentation and records for inspections and audits.

D. Security & Safety Management

• Establish security arrangements, gate-entry procedures, visitor management, employee movement controls, and material-entry/exit protocols.
• Deploy security personnel and define their duties, shifts, and reporting mechanisms.
• Coordinate fire-safety equipment installation, emergency exits, evacuation plans, and emergency preparedness with the EHS team.
• Ensure access-control systems and CCTV arrangements are functional.

E. Housekeeping & Facility Management

• Set up housekeeping systems and cleaning schedules for offices, production areas, washrooms, and common spaces.
• Manage canteen, drinking water, sanitation, pest control, waste disposal, and other facility services.
• Establish preventive maintenance schedules for electrical systems, plumbing, generators, HVAC, lifts, and other equipment, wherever applicable.
• Monitor facility maintenance and resolve operational issues promptly.

F. Transport, Travel & General Administration

• Arrange employee transportation, company vehicles, driver management, and travel bookings, as applicable.
• Manage courier, dispatch, stationery, printing, utility bills, and general office services.
• Maintain records of company assets, equipment, furniture, and administrative inventory.
• Implement asset tagging, stock verification, and issue/return procedures.

G. Budgeting & Cost Control

• Prepare the administrative setup budget and recurring operating expense budget.
• Track actual expenses against approved budgets and report variances.
• Ensure cost-effective purchasing, proper utilization of resources, and timely vendor payments in coordination with Finance.
• Maintain purchase orders, invoices, quotations, and supporting documents.

H. Team Management & Cross-Functional Coordination

• Recruit or coordinate deployment of administration, security, housekeeping, and facility-support personnel.
• Define responsibilities, SOPs, reporting structures, and performance standards for the administrative team.
• Work closely with HR, Finance, IT, Production, Purchase, EHS, and senior management.
• Conduct regular site reviews and share progress updates, pending actions, risks, and closure plans with management.

3. Required Skills & Competencies

• Strong experience in new office, factory, or manufacturing-facility setup.
• Excellent vendor negotiation and contractor-management skills.
• Knowledge of infrastructure planning, facility management, and administrative procurement.
• Working knowledge of applicable statutory approvals, fire safety, and EHS coordination.
• Strong budgeting, cost control, documentation, and reporting skills.
• Excellent communication, leadership, coordination, and problem-solving abilities.
• Proficiency in MS Excel, Word, email, and administrative MIS reporting.
• Ability to manage multiple activities and meet strict setup deadlines.

4. Key Performance Indicators (KPIs)

1. Completion of company setup within the approved timeline.
2. Adherence to the approved infrastructure and administrative budget.
3. Completion of applicable approvals and compliance requirements before commencement of relevant operations.
4. Timely installation and commissioning of essential facilities and utilities.
5. Vendor delivery and service performance.
6. Timely closure of administrative and infrastructure-related pending issues.
7. Accuracy of asset records, inventory, and administrative documentation.
8. Effectiveness of security, housekeeping, and facility-management systems.
9. Timely submission of weekly setup progress reports to management.

5. Candidate Profile

• Graduate in any discipline; MBA or a relevant professional qualification will be an advantage.
• 8–12 years of relevant administrative experience, preferably in manufacturing, garment exports, industrial facilities, or corporate infrastructure.
• Demonstrated experience in setting up a new office, factory, or business facility from scratch.
• Strong execution capability, ownership, and the ability to coordinate with multiple internal and external stakeholders.

6. Expected Outcome

The selected candidate will be responsible for ensuring that the new company facility is administratively ready, properly equipped, secure, compliant with applicable requirements, and operationally prepared within the timeline and budget approved by management.Role & responsibilities

Preferred candidate profile