Head of Admin & Facility Management

Position Overview – Head – Administration & Facility Management (India)

The Head – Administration & Facility Management (India) is responsible for leading and overseeing all facility management, administration, workplace services, infrastructure, and corporate real estate operations for ZEISS facilities across India. This role oversees facility operations, administration, vendor governance, infrastructure upkeep, safety standards, and service delivery.

The incumbent will provide strategic leadership to regional facility and administration teams, establish national standards, manage large-scale infrastructure projects, and ensure seamless delivery of facility and workplace services that support business growth and employee productivity.

Key Responsibilities

1. Facility Management

• Lead end-to-end facility management operations across all company locations in India.
• Establish national facility management standards, policies, processes, and governance frameworks
• Ensure seamless functioning of workplace infrastructure including office buildings, experience centers, service hubs, and warehouses.
• Drive preventive and corrective maintenance programs to ensure uptime and operational continuity.

2. Administration & Corporate Services

• Lead all administrative operations including travel, transport, office services, guest management, accommodation, asset management, and utility services.
• Develop standardized service delivery models across locations.
• Ensure efficient procurement and utilization of administrative resources.
• Conduct periodic audits, performance reviews, and cost assessments to ensure value-for-money services.
• Drive digitization and automation of administrative processes.

3. Vendor Governance

• Manage national contracts and relationships with facility management partners, security agencies, housekeeping vendors, technical service providers, transport operators, and cafeteria partners
• Develop and monitor KPIs, SLAs, and governance mechanisms for all outsourced services.
• Ensure compliance with contractual obligations and organizational standards

4. Infrastructure Projects, Expansion & Workplace Transformation

• Lead office expansions, relocations, consolidations, fit-outs, renovations, and workplace modernization initiatives across India
• Develop long-term infrastructure and workplace strategies aligned with business requirements.
• Manage project budgets, timelines, contractors, consultants, architects, and stakeholders
• Ensure delivery of projects within budget, timelines, quality standards, and corporate design guidelines.
• Ensure compliance with ZEISS corporate design and workplace standards.

5. EHS, Compliance & Governance

• Ensure facilities adhere to Environment, Health & Safety (EHS) guidelines and statutory norms.
• Oversee safety audits, fire-drills, risk assessments, and compliance reviews.
• Maintain all licenses, permits, certifications, insurance documentation, and regulatory records.

6. Budgeting, Cost Optimization & Financial Management

• Own and manage the national facility and administration budget.
• Drive cost optimization initiatives through process improvements, strategic sourcing, automation, and resource utilization
• Monitor financial performance, budget adherence, and savings realization.

7. Employee Experience & Workplace Services

• Develop and execute workplace experience strategies that enhance employee satisfaction, productivity, and well-being.
• Ensure consistent delivery of high-quality workplace services across all locations.
• Lead employee engagement initiatives related to workplace infrastructure and services.
• Drive continuous improvement through employee feedback and service analytics.

8. Leadership & Stakeholder Management

• Lead and mentor regional facility and administration teams across India.
• Build a high-performance culture focused on accountability, service excellence, and continuous improvement.
• Act as the primary interface with senior leadership on all facility and administration matters.
• Collaborate with HR, Finance, Procurement, Legal, IT, EHS, and business leaders to support organizational objectives.
• Manage escalations and critical business continuity situations effectively.

Required Qualifications & Skills

• 15+ years of experience in Facility Management and Administration, preferably in multi-location or large corporate environments.
• Proven experience managing large facility portfolios, warehouses, corporate offices, and outsourced facility services.
• Strong understanding of engineering services, building operations, housekeeping, security, and vendor management.
• Knowledge of statutory compliance and workplace safety norms.
• Excellent leadership, communication, negotiation, and stakeholder management skills.
• Experience leading large infrastructure, workplace transformation, and expansion projects.
• Certifications in Facility Management (IFMA, FMS, NEBOSH for safety) are a plus.