Administration Lead

Role & responsibilities

1. Facility & Infrastructure Management

• Oversee administration of Corporate Office, Branches, and Regional Offices.
• Ensure smooth functioning of office infrastructure, utilities, furniture, equipment, and office premises.
• Manage office expansion, relocation, renovation, and branch setup activities.
• Ensure workplace readiness and business continuity across locations.
• Monitor AMC (Annual Maintenance Contracts) for office assets and equipment.

2. Branch & New Office Setup

• Coordinate identification, leasing, fit-out, and operational readiness of new branches.
• Liaise with landlords, contractors, architects, and vendors for branch infrastructure requirements.
• Ensure branch setup within approved timelines and budgets.
• Maintain branch infrastructure standards as per company guidelines.

3. Vendor Management

• Identify, onboard, negotiate, and manage vendors for housekeeping, security, travel, courier, facility management, and office supplies.
• Review vendor performance through SLAs and periodic evaluations.
• Ensure timely contract renewal and vendor compliance.
• Drive cost optimization initiatives through effective negotiations.

4. Asset Management

• Maintain centralized records of furniture, IT assets, office equipment, and fixed assets.
• Ensure asset allocation, tracking, transfer, and disposal processes are followed.
• Conduct periodic asset verification and audits.
• Monitor asset utilization and lifecycle management.

5. Procurement & Cost Control

• Manage procurement of office supplies, stationery, furniture, consumables, and administrative requirements.
• Ensure procurement follows approved policies and budgets.
• Implement cost control measures and vendor rationalization initiatives.
• Track administrative expenses and prepare MIS reports.

6. Travel & Logistics Management

• Manage employee travel, accommodation, vehicle arrangements, and logistics support.
• Ensure cost-effective travel planning and vendor coordination.
• Monitor travel expenses and adherence to company policies.

7. Security & Safety Management

• Ensure adequate security arrangements across all locations.
• Implement workplace safety measures and emergency response protocols.
• Coordinate fire safety audits and statutory inspections.
• Ensure compliance with building and safety regulations.

8. Administration Compliance

• Ensure statutory compliance related to office premises, licenses, agreements, signage, and local authority requirements.
• Maintain lease agreements, rent payments, and property-related documentation.
• Track renewals of licenses, permits, insurance policies, and service contracts.
• Support internal, statutory, and regulatory audits related to administration.

9. Employee Services & Workplace Experience

• Ensure effective housekeeping, cafeteria, transport, and employee support services.
• Address employee administration-related concerns and service requests.
• Drive workplace improvement initiatives to enhance employee experience.
• Support employee engagement events and corporate activities.

10. MIS & Reporting

• Prepare administration dashboards and cost reports.
• Monitor facility utilization, vendor performance, and budget adherence.
• Present periodic updates to management on administration performance metrics.

Preferred candidate profile

Qualifications

• Graduate in any discipline.
• MBA/PGDM preferred.
• Certification in Facility Management or Administration will be an added advantage.

Experience

• 8 to 12 years of experience in Administration, Facilities, and Infrastructure Management.
• Minimum 3 to 5 years in a leadership role.
• Prior experience in Housing Finance Companies (HFC), NBFCs, Banks, or Financial Services organizations preferred.
• Experience in managing multi-location branch administration.