Administration Lead

Svamaan; Mumbai City; On-site; INR 1,500,000 - 2,100,000; Full time

Job summary

Svamaan in Mumbai is seeking an experienced Administration Head to oversee corporate office, branches, and regional offices. You will manage infrastructure, assets, procurement, travel, security, and compliance, while driving efficiency and cost controls across locations.

The role requires 8–12 years in administration/facilities with 3–5 years in a leadership position, preferably from HFCs, NBFCs, banks, or financial services. MBA/PGDM is preferred; housing finance exposure is a plus.

Qualifications

• Graduate in any discipline; MBA/PGDM preferred.
• Certification in Facility Management is an added advantage.
• Experience: 8 to 12 years in administration, facilities and infra management.
• Leadership role experience of 3 to 5 years.
• Experience in Housing Finance Companies, NBFCs, Banks, or related sectors preferred.

Responsibilities

• 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 for office assets and equipment.
• 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.
• 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.
• 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.
• Manage procurement of office supplies, stationery, furniture, consumables, and administrative requirements.
• Ensure procurement follows policies and budgets.
• Implement cost control measures and vendor rationalization initiatives.
• Track administrative expenses and prepare MIS reports.
• 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.
• Ensure adequate security arrangements across locations.
• Implement workplace safety measures and emergency response protocols.
• Coordinate fire safety audits and statutory inspections.
• Ensure compliance with building and safety regulations.
• 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 audits related to administration.
• 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.
• Prepare administration dashboards and cost reports.
• Monitor facility utilization, vendor performance, and budget adherence.
• Present periodic updates to management on administration performance metrics.

Skills

Leadership

Vendor management

Cost control

MIS reporting

Branch administration

Education

MBA/PGDM

Graduation in any discipline

Job description

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.