Head - Administration & Facilities

Vashi Electricals; Thane, Bhiwandi, Navi Mumbai; In loco; INR 4.500.000 - 6.000.000; Tempo pieno

Descrizione del lavoro

Vashi Electricals seeks a seasoned Head of Administration & Facilities to lead the admin and facilities functions across all offices, branches and warehouses in India. The role demands a strategic yet hands-on leader who ensures safe, compliant, well-maintained and cost-efficient workplaces while overseeing vendors and the administration team.

The candidate should have 10+ years in administration/facilities, with 4+ years in a leadership role, and a proactive approach to manage leases, assets,

Competenze

• 10+ years in Administration/Facilities Management.
• 4+ years in a team-leading role.
• Hands-on approach to multi-location facilities.
• Willingness to travel to branch and warehouse locations as required.

Mansioni

• Oversee facility and infrastructure management across offices and warehouses.
• Manage leases, renewals and landlord relations.
• Ensure safety, compliance, and EHS practices across sites.
• Lead vendor management and cost optimization.
• Manage asset register and fleet, procurement and inventories.
• Team management across HO and locations with KPIs.
• Coordinate with authorities and audits.

Conoscenze

Leadership

Vendor management

Budgeting

Facilities management

Team management

Formazione

Graduate / Postgraduate

Descrizione del lavoro

Job Description
Head - Administration & Facilities

Department: Administration / Facilities Management

Reports To: Chief People Officer

Team Managed: Administration team across Head Office, branches and warehouses

Locations Covered: Head Office, all branch offices and warehouses

Experience: 10+ years in Administration / Facilities Management, with at least4+ years in a team-leading role

Role Purpose:
To lead the administration and facilities function across all company locations - offices, branches and warehouses - ensuring safe, compliant, well-maintained and cost-efficient workplaces, while managing vendors, statutory compliance, assets and the administration team.

Key Responsibilities:

1. Facility & Infrastructure Management

• Manage upkeep, preventive and breakdown maintenance, and housekeeping of all offices and warehouses.
• Handle office/warehouse leases, renewals, rent coordination, and relationships with landlords and local authorities.
• Support office setup, expansion, relocation, renovation and interior fit-out projects within budget and timelines.
• Ensure uninterrupted utilities (electricity, DG sets, water, HVAC, internet/telecom) and manage AMCs for critical equipment.

2. Branch & Warehouse Administration

• Implement standardized administrative processes, SOPs and checklists across all branches and warehouses.
• Conduct periodic audits/site visits to review upkeep, compliance, safety and asset condition.
• Act as first point of contact for location-level administrative issues and ensure timely resolution.
• Coordinate with branch/warehouse in-charges for infrastructure needs, manpower support and local vendor management.

3. Security & Safety

• Manage physical security security agency coordination, access control, CCTV, visitor management and material gate-pass systems (especially at warehouses).
• Ensure fire safety compliance: firefighting equipment, evacuation plans, mock drills and fire NOCs at every location.
• Implement and monitor EHS (Environment, Health & Safety) practices; report incidents and drive corrective actions.
• Execute emergency response and business continuity protocols for all sites.

4. Vendor & Contract Management

• Identify, negotiate and manage vendors for housekeeping, security, cafeteria, transport, courier, stationery, repairs and AMCs.
• Drive cost optimization through rate contracts, vendor consolidation and periodic performance reviews.
• Ensure all contracts are properly documented, renewed on time and compliant with company policy.

5. Asset & Inventory Management

• Maintain a company-wide fixed asset register for admin assets (furniture, equipment, vehicles, etc.) across locations.
• Manage procurement, allocation, tagging, transfer and disposal of admin assets.
• Oversee the company vehicle fleet allocation, maintenance, fuel, insurance and driver management.

6. Statutory & Regulatory Compliance

• Ensure all locations hold valid licenses and registrations (Shops & Establishment, trade licenses, warehouse licenses, fire NOC, pollution/utility approvals as applicable).
• Liaise with government bodies, municipal authorities, police and local agencies as required.
• Support internal and external audits with complete administrative documentation.

7. Travel, Events & Employee Support Services

• Manage travel desk operations ticketing, hotel bookings, visas and travel policy compliance.
• Oversee cafeteria/pantry services, front office/reception, courier & mailroom, and printing/stationery.
• Support organization of company events, meetings, conferences and guest management.

8. Budgeting & Cost Control

• Support preparation and monitoring of the annual administration budget (capex and opex) across locations.
• Track monthly admin expenses vs. budget, analyze variances and drive cost-saving initiatives.
• Process admin-related purchase requisitions and bills as per delegation of authority.

9. Team Management

• Lead, supervise and coordinate the administration team across HO and all locations, ensuring adequate manpower and coverage.
• Assign daily tasks, set clear responsibilities and monitor completion against defined TATs for internal customer requests.
• Define KRAs/KPIs for the admin team, conduct regular performance reviews and provide constructive feedback.
• Identify training needs, build team capability and cross-skill members to ensure continuity during absences.
• Manage rosters, shifts, leave and attendance for admin, housekeeping, security and transport staff.
• Resolve team conflicts, motivate the team and foster a service-oriented, accountable work culture.
• Coordinate with the Head of Administration on escalations, resourcing and process improvements.

Key Performance Indicators (KPIs):

• Facility uptime and closure TAT for admin complaints/tickets
• Admin cost per employee / per sq. ft. vs. budget; savings achieved
• 100% validity of statutory licenses, NOCs and AMCs across locations
• Security & safety incident rate; audit/mock-drill compliance scores
• Vendor SLA adherence and contract renewal timeliness
• Branch/warehouse audit scores and corrective action closure rate
• Team productivity, TAT adherence and staff attendance/retention

Desired Candidate Profile:

• Graduate / Postgraduate in any discipline; a certification in facilities management (IFMA/BIFM) is a plus.
• Proven experience managing multi-location administration, including warehouses, with a hands-on approach.
• Strong vendor negotiation, budgeting and statutory compliance knowledge.
• Experience leading and developing an administration/facilities team.
• Willingness to travel to branch and warehouse locations as required.