Lead – Administration (SBU.)

Purpose/Objective

The Incharge – Administration (Project/Sales) is responsible for overseeing site administration, facility upkeep, customer interactions, and compliance management at project and sales offices.
This role ensures seamless site operations, coordination with local authorities, property tax management, labour compliance, and fire safety regulations.
The incumbent will also manage housekeeping, security, vendor coordination, and infrastructure maintenance, ensuring a smooth operational environment for both internal stakeholders and customers.

Key Responsibilities of Role

Incharge - Admin( Project Sales) Site Administration & Facility Management: Ensure daily operational efficiency of the project/sales site, maintaining a professional and well-kept environment.
Conduct regular site inspections to assess maintenance needs, hygiene standards, and security measures.
Oversee housekeeping, security, electricity, water supply, and facility upkeep to ensure an optimal working and customer experience.
Manage administration budgets, ensuring cost optimization and adherence to financial controls.
Customer & Stakeholder Management: Act as the primary point of contact for customer queries and concerns at the site.
Ensure smooth visitor and customer experience, handling hospitality arrangements and service escalations.
Collaborate with sales teams to provide necessary admin support during customer visits and site tours.
Partner with local authorities and government bodies for approvals, compliance, and regulatory matters.
Regulatory & Compliance Management: Manage property tax assessments, payments, and regulatory filings.
Ensure compliance with fire safety regulations, coordinating with the fire department for periodic inspections and clearances.
Oversee labour compliance, including adherence to labour laws, ESIC, and other statutory requirements.
Ensure zero legal or regulatory deviations, proactively identifying and mitigating risks.
Vendor & Resource Management: Oversee service contracts and vendor performance, ensuring timely and quality service delivery.
Manage procurement and inventory for site-related needs, including office supplies, maintenance tools, and consumables.
Track and maintain site assets, infrastructure, and IT equipment, ensuring optimal utilization and upkeep.
Reporting & Process Improvement: Generate weekly/monthly reports on site administration, compliance status, customer feedback, and vendor performance.
Drive continuous process improvements to enhance operational efficiency and service delivery.
Monitor budget variances and develop mitigation plans to ensure cost adherence.
Key Stakeholders - Internal All BU Heads HR Team Finance Team IT Team Security Facility Management Team Key Stakeholders - External Consultants Vendors Service Providers Fire Officers Local Authorities

Technical Competencies

Administrative and Process Management-REA,Asset Management-REA,Budget and Financial Management-REA,Contract Management-REA,Data Management & Reporting-REA,Facility Management-REA,Labor Law Compliance Management-REA,Regulatory Compliance-REA,Safety Management-REA,System Maintenance and Optimization-REA,Vendor Management-REA

Qualifications and Experience

Educational Qualification: B.
Tech / B.
E.
in Civil, Electrical, or related field or Bachelor’s in Hospitality Management.
Work Experience (Range of years): 7-10 Years Preferred Industry: Experience in site administration, facility management, or real estate administration.
Strong understanding of local regulatory requirements, labour compliance, property tax, and fire safety norms.