Head Administration and General Affairs (Corporate office)

Corporate Head Administration & General Affairs

(10am-6pm/ 5 days working)

JOB DESCRIPTION

Corporate Head Administration & General Affairs

Role Overview

The Corporate Head Administration & General Affairs will lead the administrative services and general affairs across corporate offices and manufacturing locations.

Key Responsibilities

Corporate & Multi-location Administration

• Develop and implement common administration policies, operating procedures, service standards and governance frameworks across offices, plants and other business locations.
• Oversee day-to-day administration, workplace services, office infrastructure, facilities, utilities support, housekeeping, pantry, reception, mailroom and employee amenities.
• Coordinate with plant leadership and functional heads to ensure uninterrupted administrative support aligned with manufacturing and business requirements.
• Drive standardisation, service quality, productivity and continuous improvement across all locations.

Facilities, Infrastructure & Asset Management

• Manage corporate office and administrative infrastructure, including buildings, leased premises, repairs, maintenance, space utilisation and refurbishment projects.
• Oversee facility management contracts, preventive maintenance schedules, service-level agreements and vendor performance.
• Maintain accurate records of company-owned and leased assets, administrative equipment, furniture and facilities; ensure appropriate controls and utilisation.
• Coordinate with engineering, projects, EHS and other teams on infrastructure-related matters, as applicable.

Vendor, Contract & Cost Management

• Lead the annual administration budgeting and forecasting process, including preparation of location-wise and cost-head-wise budgets, consolidation of inputs, review of assumptions and alignment with business priorities.
• Lead sourcing coordination, empanelment, evaluation and performance reviews for administration-related vendors and service providers in line with procurement policies.
• Manage contracts for housekeeping, catering, facility management, transport, travel support, security services and other general affairs requirements, as applicable.
• Prepare and monitor annual operating budgets, track expenditure, identify savings opportunities and improve cost discipline without compromising service quality. Track actuals against budget, analyse variances, forecast year-end expenditure, recommend corrective actions and report budget performance to senior management.
• Ensure timely renewals, proper documentation, invoice validation, service verification and resolution of vendor issues.

Transport, Travel & Employee Services

• Oversee vehicle allocation, maintenance and driver/service-provider compliance, where applicable.
• Establish efficient arrangements for official travel, accommodation, guest house management, visitor services, meetings and corporate events.
• Ensure employee-facing administrative services are responsive, accessible and consistent across locations.

Compliance, Governance & Risk Control

• Ensure administrative operations comply with applicable laws, local regulations, company policies, contractual obligations and internal audit requirements.
• Maintain statutory and operational records relating to facilities, transport, vendor contracts, licences, permits and other administration activities, as applicable.
• Establish controls for access to facilities, emergency preparedness, business continuity and coordination with the security and EHS functions.
• Identify operational risks, close audit observations within agreed timelines and maintain appropriate documentation and reporting.

Leadership & Stakeholder Management

• Lead, develop and review the performance of administration teams and location-level administrative representatives.
• Partner with HR, Finance, Procurement, Legal, Security, EHS, IT, plant operations and business leadership to resolve cross-functional issues.
• Define key performance indicators, review service delivery and costs periodically, and present dashboards and improvement plans to senior management.
• Promote ethical vendor practices, employee service orientation, accountability and a culture of continuous improvement.

Digitalisation & Process Improvement

• Use data and feedback to improve turnaround times, service quality, utilisation and administrative cost efficiency.

Skill Set Required

• A degree in Business Administration/ Management or a related discipline; with 15+ years of progressive experience in corporate administration, general affairs or facilities management, including leadership responsibility across multiple locations; experience in a manufacturing organisation is strongly preferred.
• Demonstrated experience managing plant and corporate-office administration, large vendor portfolios, facilities, budgets, employee services and compliance.
• Strong commercial acumen, negotiation, people leadership, stakeholder management, planning and problem-solving skills.
• Comfortable with MIS, budgeting, contract management systems and digital workplace/facility tools.
• Consistent administration service levels across corporate and manufacturing locations.
• Employee and stakeholder satisfaction, asset utilisation and process efficiency.