Administrative Lead

Collective Artists Network; Mumbai; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Collective Artists Network in Mumbai seeks an experienced Admin Lead to oversee pan-India administrative operations, drive efficiency and ensure governance across locations.

The role requires 8+ years in a fast-paced environment, strong leadership, and hands-on management of budgeting, facilities, HR support, and cross-functional coordination to enable smooth business operations.

Qualifications

• Hands-on Admin Lead with 8+ years in a fast-paced environment.
• Experience leading a team and coordinating across functions.

Responsibilities

• Pan-India administration: supervise ops across all locations with consistent processes.
• Admin team management: recruit, onboard, train and evaluate staff.
• Day-to-day operations: oversee admin activities and ensure efficiency.
• AOP & budget management: plan and monitor budgets, avoid overspending.
• Budget vs. actuals: track variances and steer corrective actions.
• Cost optimization: drive savings across facilities and services.
• Variance management: identify causes and escalate with action plans.
• Facilities management: oversee offices, vendors, security and maintenance.
• Events & meetings: plan and coordinate events and orientations.
• Process & SOP management: implement governance and efficiency.
• Team performance & development: set KRAs, review and coach.
• Cross-functional coordination: ensure info flow between functions.
• Employee & leadership support: deliver timely admin assistance.
• Compliance & governance: adhere to policies and safety standards.
• Office experience: maintain a professional, safe workplace.
• Business continuity: plan for contingencies across locations.
• Organizational awareness: adapt to changes and priorities.

Skills

Project management

Written & verbal communication

Scheduling

Leadership

Administrative writing

Reporting

Organizational skills

Multitasking

Job description

Collective Artists Network is India’s leading new media and pop culture company, operating at the intersection of talent, content, technology, and commerce. With a powerful roster of celebrities and creators, Collective connects brands, communities, and audiences through innovative storytelling, creator partnerships, and technology-driven solutions.

Its ecosystem spans talent management, influencer marketing, original content platforms, youth communities, branded content, and AI-powered creator tools.

Driven by the vision of "An Integrated Creative Community, Powering Dreams," Collective empowers talent, fosters collaboration, and creates meaningful impact while building the next generation of media, entertainment, and cultural influence. Certified a Great Place to Work in 2025.

Responsibilities:

Pan-India Administration:

Supervise and manage administrative operations across all company locations pan India, ensuring consistent processes, service standards and operational efficiency.

Administrative Team Management:

Maintain and develop the administrative team by recruiting, selecting, onboarding, training, setting clear expectations and evaluating performance.

Day-to-Day Operations:

Supervise the day-to-day operations of the Administration function and ensure smooth, efficient and timely execution of all administrative activities.

AOP & Budget Management:

Own and execute the Administration AOP for the financial year, ensuring effective planning and utilization of approved budgets. Monitor monthly spends against the approved AOP and ensure budgets are not exceeded without prior approval.

Budget vs. Actuals:

Maintain a monthly Budget vs. Actuals tracker across all administrative cost heads and locations, identify variances and proactively take corrective action to ensure financial discipline.

Cost Optimization & Savings:

Identify and implement opportunities for cost optimization across facilities, vendors, office supplies, maintenance, travel and other administrative expenses, while maintaining service quality. Drive measurable savings against the approved AOP wherever possible.

Variance Management:

Review significant monthly budget variances, identify the underlying reasons and put corrective measures in place. Escalate material deviations to the relevant leadership/Finance stakeholders with clear explanations and action plans.

Facilities Management:

Oversee facilities, infrastructure, maintenance activities, housekeeping, security, office services and other facility-related requirements across all locations.

Manage and oversee administrative vendors, service providers and tradespersons, including onboarding, negotiations, performance monitoring, renewals, SLA adherence and issue resolution.

Monitor inventory of office supplies, consumables and other administrative requirements and ensure timely procurement within approved budgets.

Events & Meetings:

Plan, schedule and coordinate office events, meetings, conferences, interviews, orientations, training sessions and other organizational requirements in coordination with HR and relevant stakeholders.

Process & SOP Management:

Establish, implement and continuously improve administrative processes, policies and SOPs to ensure consistency, governance and operational efficiency across locations.

Team Performance & Development:

Supervise administrative personnel by communicating job expectations, setting KRAs, reviewing performance, providing feedback and taking corrective action where required.

Cross-Functional Coordination:

Ensure smooth and adequate flow of information within the organisation and facilitate effective coordination between Administration, HR, Finance, IT and other functions.

Employee & Leadership Support:

Provide administrative support to employees, leadership teams, EAs, receptionists and other administrative personnel, ensuring requirements are addressed efficiently.

Compliance & Governance:

Ensure offices and administrative operations adhere to applicable company policies, statutory requirements, safety standards and building/facility regulations.

Office Experience:

Work closely with office staff and stakeholders to maintain a professional, collaborative, safe and welcoming workplace environment.

Act as the escalation point for administrative and facility-related issues across locations and ensure timely resolution with minimal disruption to business operations.

Business Continuity:

Ensure administrative readiness and operational continuity across all locations, including contingency planning for critical facilities, vendors and services.

Organizational Awareness:

Keep abreast of organizational changes, business developments and evolving administrative requirements and proactively adapt processes, resources and priorities accordingly

Requirements:

We require a hands on Admin Lead with 8+ years of work experience with exposure to a fast paced environment and the ability to lead a team.

• Project management
• Written and verbal communication skills
• Scheduling and planning
• A team player with leadership skills
• Administrative writing and reporting skills
• Excellent organizational and multitasking abilities