Administration Head

Sterling & Wilson; Mumbai; On-site; INR 1,500,000 - 3,000,000; Full time

Job summary

Sterling & Wilson in Mumbai seeks a seasoned Administrative Operations leader to oversee day-to-day admin, facility management, vendor contracts, and security. You will shape policies, coordinate departments, and drive efficiency across the workplace.

The ideal candidate has 18+ years in administration, facilities or operations, with senior-level experience in budgeting, vendor management, safety compliance, and team leadership within a large corporate environment.

Qualifications

• Bachelor's degree in Business Administration or related field.
• 18+ years of experience in administration, facilities, or operations, including 5+ years in a managerial role.
• Experience in vendor management, budgeting, facility management, security, and asset control.
• Knowledge of workplace safety requirements and relevant statutory compliance.
• Proficiency in MS Office, reporting tools, and administrative management systems.

Responsibilities

• Oversee day-to-day administrative activities and ensure smooth office operations.
• Develop, implement, and maintain administrative policies, procedures, and systems.
• Ensure effective coordination between departments and provide timely administrative support.
• Monitor office infrastructure, facilities, utilities, and maintenance activities.
• Manage office premises, buildings, equipment, furniture, and other company assets.
• Ensure proper housekeeping, cleanliness, hygiene, and workplace safety.
• Coordinate repairs, preventive maintenance, and facility improvement projects.
• Ensure the availability of essential office supplies and services.
• Identify, evaluate, and manage vendors, contractors, and service providers.
• Negotiate service agreements, commercial terms, and annual maintenance contracts.
• Monitor vendor performance, service quality, and compliance with contractual obligations.
• Control administrative expenditure and identify cost-saving opportunities.
• Oversee security personnel, access control, visitor management, and surveillance systems.
• Implement workplace safety procedures and emergency response plans.
• Coordinate fire safety checks, drills, and other statutory safety requirements.
• Ensure the security of company property, employees, and visitors.
• Prepare and manage the annual administration budget.
• Monitor expenses, invoices, purchase orders, and vendor payments.
• Maintain administrative cost records and submit periodic reports to management.
• Implement measures to improve operational efficiency and reduce unnecessary expenditure.
• Maintain accurate records of company assets, office equipment, and administrative inventory.
• Establish procedures for asset allocation, tracking, maintenance, and disposal.
• Conduct periodic physical verification and reconciliation of assets.
• Ensure appropriate documentation for purchases and asset transfers.
• Coordinate employee transportation, accommodation, canteen, and other support services, where applicable.
• Support employee onboarding, seating arrangements, office access, and workplace facilities.
• Organize meetings, conferences, company events, and official travel arrangements.
• Provide administrative support to senior management as required.
• Ensure compliance with applicable laws, statutory requirements, company policies, and internal procedures relevant to administration.
• Maintain contracts, licenses, insurance records, maintenance logs, and other administrative documents.
• Coordinate with HR, Finance, Legal, and other departments on compliance-related matters.
• Prepare administrative reports and records for internal audits and management reviews.
• Lead, supervise, and develop the administration team.
• Allocate responsibilities, monitor performance, and establish service standards.
• Promote accountability, teamwork, and continuous process improvement.
• Ensure timely resolution of administrative issues and service requests.

Skills

Vendor management

Budgeting

Facility management

Security management

Asset control

Workplace safety

MS Office

Reporting tools

Administrative systems

Education

Bachelor's in Business Administration

Master's degree

Tools

MS Office

Office management software

Job description

Role & responsibilities

1. Administrative Operations

• Oversee day-to-day administrative activities and ensure smooth office operations.
• Develop, implement, and maintain administrative policies, procedures, and systems.
• Ensure effective coordination between departments and provide timely administrative support.
• Monitor office infrastructure, facilities, utilities, and maintenance activities.

2. Facility and Infrastructure Management

• Manage office premises, buildings, equipment, furniture, and other company assets.
• Ensure proper housekeeping, cleanliness, hygiene, and workplace safety.
• Coordinate repairs, preventive maintenance, and facility improvement projects.
• Ensure the availability of essential office supplies and services.

3. Vendor and Contract Management

• Identify, evaluate, and manage vendors, contractors, and service providers.
• Negotiate service agreements, commercial terms, and annual maintenance contracts.
• Monitor vendor performance, service quality, and compliance with contractual obligations.
• Control administrative expenditure and identify cost-saving opportunities.

4. Security and Safety

• Oversee security personnel, access control, visitor management, and surveillance systems.
• Implement workplace safety procedures and emergency response plans.
• Coordinate fire safety checks, drills, and other statutory safety requirements.
• Ensure the security of company property, employees, and visitors.

5. Budgeting and Cost Control

• Prepare and manage the annual administration budget.
• Monitor expenses, invoices, purchase orders, and vendor payments.
• Maintain administrative cost records and submit periodic reports to management.
• Implement measures to improve operational efficiency and reduce unnecessary expenditure.

6. Asset and Inventory Management

• Maintain accurate records of company assets, office equipment, and administrative inventory.
• Establish procedures for asset allocation, tracking, maintenance, and disposal.
• Conduct periodic physical verification and reconciliation of assets.
• Ensure appropriate documentation for purchases and asset transfers.

7. Employee and Management Support

• Coordinate employee transportation, accommodation, canteen, and other support services, where applicable.
• Support employee onboarding, seating arrangements, office access, and workplace facilities.
• Organize meetings, conferences, company events, and official travel arrangements.
• Provide administrative support to senior management as required.

8. Compliance and Documentation

• Ensure compliance with applicable laws, statutory requirements, company policies, and internal procedures relevant to administration.
• Maintain contracts, licenses, insurance records, maintenance logs, and other administrative documents.
• Coordinate with HR, Finance, Legal, and other departments on compliance-related matters.
• Prepare administrative reports and records for internal audits and management reviews.

9. Team Leadership

• Lead, supervise, and develop the administration team.
• Allocate responsibilities, monitor performance, and establish service standards.
• Promote accountability, teamwork, and continuous process improvement.
• Ensure timely resolution of administrative issues and service requests.

Preferred candidate profile

• Bachelor's degree in Business Administration, Management, or a related field; a master's degree or relevant professional qualification is an advantage.
• Typically 18+years of relevant experience in administration, facilities, or operations, including 5+ years in a managerial or leadership role.
• Experience in vendor management, budgeting, facility management, security, and asset control.
• Knowledge of applicable workplace safety requirements and relevant statutory compliance.
• Proficiency in MS Office, reporting tools, and administrative management systems.