Regional Admin Lead – South & West

V Guard; Ernakulam; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

V Guard is seeking a Regional Admin/Facilities Lead to manage administrative and facility operations across South & West sites in India. You will ensure standard procedures, safety, and compliance while coordinating with central teams to maintain a high-quality workplace.

The role requires strong vendor governance, budget oversight, and people leadership to drive consistent service delivery and audits across plants, warehouses, and offices.

Qualifications

• 7+ years of admin or facility management across multiple sites.
• Experience coordinating with centrally governed functions.
• Vendor governance, contract compliance, and SLA management.
• Budget oversight, cost optimization, and documentation rigor.
• Strong knowledge of safety norms, audits, and statutory requirements.

Responsibilities

• Oversee day-to-day admin and facility operations across South & West region sites.
• Ensure facility readiness including housekeeping, maintenance, and utilities.
• Coordinate guard deployment, incident reporting, and security audits.
• Ensure sites meet admin, safety, and statutory norms; drive closure of gaps.
• Support landlord coordination, lease terms, and renewals.
• Publish monthly dashboards on facilities, compliance, and vendor performance.
• Manage regional admin spends within approved budgets.

Skills

Administration

Facility management

Multi-site coordination

Vendor governance

Budget management

Compliance & safety

People leadership

Audit & governance

Job description

To lead and manage all administrative operations across South and West regions, covering branches, plants, warehouses, offices, and other company sites. The role ensures smooth on-ground execution of centrally governed processes (security, compliance, waste management, lease, travel, cabs, billing/PO, etc.), standardization of admin practices, and consistent service delivery across all locations.

The position acts as the key coordination bridge between the regional sites and Central Admin Teams, ensuring operational discipline, policy adherence, and a high-quality workplace experience.

Regional Operations Across Sites

• Oversee day-to-day admin and facility operations across all South & West region sites
• Ensure end-to-end facility readiness including housekeeping, maintenance, pantry, reception, seating, utilities, asset upkeep, and infrastructure health
• Conduct periodic audits for hygiene, safety, compliance, and adherence to facility standards across varied formats such as plants, warehouses, and offices
• Ensure timely issue resolution and support for all employees across regional sites

Security Management

• Implement security guidelines across branches, plants, and warehouses
• Coordinate guard deployment, incident reporting, visitor and vehicle governance, and security audits

Compliance & Statutory Adherence

• Ensure all sites meet admin, safety, and statutory norms as per central HSE and Compliance guidelines
• Maintain documentation, support inspections, and drive closure of compliance gaps
• Ensure compliance to waste disposal, recycling, and sustainability practices across all sites
• Submit ESG-related data required by central teams
• Ensure employees across the region follow travel and accommodation policies
• Act as the regional escalation point for travel issues with the central travel desk
• Implement transport policies and ensure safety norms for employee movement
• Support shift operations and logistics, especially in plants and warehouses

Lease & Property Coordination

• Support central real estate teams with landlord coordination, inspections, expansions, and renewals
• Ensure regional site usage adheres to lease terms

Lease & Property Coordination

• Coordinate with central procurement and admin finance for PO creation, invoice verification, and cost tracking
• Ensure timely documentation and closure of all admin-related financial processes
• Monitor performance of vendors servicing regional sites including FM agencies, security agencies, transport vendors, and housekeeping partners
• Conduct SLA reviews and elevate issues to central vendor management teams
• Ensure vendor compliance with SOPs across all locations

Budget Monitoring & Cost Control

• Manage regional administrative spends within approved budgets
• Track consumption, highlight variances, and support central budgeting with data for all South & West sites
• Drive region-specific cost optimization initiatives

Reporting, Governance & Coordination with Central Teams

• Serve as the primary regional liaison for central functions including Security, HSE and Compliance, Travel, Finance, Sustainability, Transport, Real Estate, and Procurement
• Publish monthly dashboards on facilities, compliance status, vendor performance, incidents, and improvement plans for South & West
• Drive closure of audit points across all sites

EXPERIENCE

• 7+ years of experience in administration or facility management with multi-site, multi-region responsibility
• Strong experience managing admin operations across plants, warehouses, and branch environments
• Demonstrated experience coordinating with centrally governed functions and driving on-ground implementation
• Proven ability in vendor governance, contract compliance, and SLA management
• Strong understanding of statutory requirements, safety norms, and audit processes
• Experience managing budgets, cost optimization, and documentation rigor
• People leadership experience with the ability to manage distributed teams