Regional Administrative Manager

DTDC Express; Bengaluru; On-site; INR 1,500,000 - 1,900,000; Full time

Job summary

DTDC Express in Bengaluru (Koramangala) seeks a Regional Administration Manager to oversee end-to-end administration, facilities and workplace services across 38+ warehouses and regional offices. You will lead a small team of 4 admins, coordinate with HR, Finance, IT, and procurement, and ensure compliant, cost-effective operations.

This role requires a graduate with 5+ years in multi-site admin, strong vendor negotiation, office setup, landlord coordination, and project support.

Qualifications

• Experience in managing multi-site administration across warehouses and offices.
• Vendor negotiations and AMC management experience desirable.
• Leadership of small admin teams with clear task allocation.

Responsibilities

• Oversee day-to-day administration across 38+ warehouses and offices.
• Establish standard administrative processes, checklists, SLAs and reporting.
• Coordinate with warehouse teams for timely admin and facility needs.
• Monitor housekeeping, security, utilities, office supplies and access control.
• Conduct periodic site visits and audits to identify gaps and drive action.
• Maintain central records for locations, assets, contracts and vendors.
• Plan regional and zonal office setup, relocation and budgets.
• Lead a team of 4 admins with defined locations and responsibilities.
• Ensure compliance calendars, licenses and renewal trackers.
• Coordinate AMC and vendor management; negotiate terms and payments.
• Support landlord coordination and office/warehouse projects.

Skills

Regional administration

Facilities management

Office setup

Vendor management

AMC management

Landlord coordination

Budgeting

Team leadership

Stakeholder management

MS Office / Excel

Education

Graduate

Job description

Designation

Base Location - Koramangala. Regional role; travel to warehouses, offices, project sites and vendor locations as required .

Operational Coverage - 38+ warehouses across the region, including Regional and Zonal Offices

Educational Qualification - Graduate mandatory

Work Exp - Minimum 5+ yrs

Prior experience managing multiple sites/warehouses and leading a small administration team is preferred. Experience in vendor negotiations, AMC management, office/warehouse set-up and facility projects is highly desirable.

JOB DESCRIPTION

Role Purpose

The Regional Administration Manager will be responsible for end-to-end administration, facilities, workplace services and operational support across 38+ warehouses, Regional and Zonal Offices. The role will lead a team of 4 staff and ensure smooth, compliant and cost-effective administration covering facility operations, repair and maintenance, vendor and AMC management, landlord coordination, office/warehouse set-up, corporate events, project support and identification of new facilities.

The Regional Administration Manager will work closely with Regional/Zonal leadership and coordinate with Warehouse Operations, HR, Finance, Procurement, IT, Legal, Security, Compliance, landlords, vendors, contractors and other business stakeholders.

Key Responsibilities

A. Regional & Warehouse Administration

• Manage and oversee day-to-day administration activities across 38+ warehouses in the assigned region.
• Establish standard administrative processes, checklists, service levels and reporting mechanisms across locations.
• Coordinate with warehouse teams to ensure timely resolution of administrative and facility-related requirements.
• Monitor housekeeping, security, utilities, office supplies, consumables, access control and other general administration services.
• Conduct periodic site visits and administrative audits to identify gaps and drive corrective actions.
• Maintain central records for locations, assets, contracts, vendors, service providers and critical facility information.

B. Regional & Zonal Office Set-up and Workplace Management

• Plan and execute Regional and Zonal Office set-up, expansion, relocation, renovation and closure activities.
• Coordinate seating, furniture, electrical, networking, signage, pantry, meeting rooms and other workplace requirements.
• Ensure offices are operationally ready within agreed timelines and approved budgets.
• Coordinate with internal stakeholders, contractors, landlords and service providers for office-related projects.

C. Team Management

• Lead, guide and monitor a team of 4 administration staff, with clear allocation of locations and responsibilities.
• Set priorities, review performance, coach team members and ensure timely closure of operational issues.
• Develop a responsive and service-oriented administration culture across the region.

D. Compliance & Statutory Administration

• Coordinate administration-related compliance requirements applicable to warehouses and offices.
• Maintain compliance calendars, records, licenses, certificates, agreements and renewal trackers.
• Coordinate with internal compliance, legal, safety and audit teams for observations, documentation and closure of action points.
• Ensure location-level documentation and statutory records are maintained and available for inspections/audits.

E. Repair, Maintenance & Facility Management

• Oversee preventive and corrective maintenance of buildings, electrical systems, plumbing, HVAC, fire and safety systems, furniture and other facilities.
• Track breakdowns, service requests and preventive maintenance schedules and ensure timely closure.
• Monitor service quality, response time and recurring issues, and drive root-cause resolution.
• Plan maintenance budgets and obtain approvals in line with company processes.

F. AMC & Vendor Management

• Manage Annual Maintenance Contracts (AMCs) for facilities, equipment and support services across the region.
• Maintain AMC schedules, renewal dates, scope of work, service levels, invoices and performance records.
• Identify, evaluate, onboard and manage local and regional vendors/service providers in coordination with procurement.
• Negotiate service terms, monitor vendor performance and ensure cost-effective delivery.
• Resolve vendor issues, validate service completion and coordinate invoice processing.

G. Landlord & Property Coordination

• Act as the primary administration interface with landlords/property owners for warehouses and offices.
• Coordinate rent/lease-related administration, facility access, repairs, common-area issues, permissions and property matters with relevant internal teams.
• Track lease/contract milestones and support timely renewals, amendments, handovers and exit formalities.
• Maintain professional relationships with landlords while protecting company requirements and commercial interests.

H. Corporate Events & Meetings

• Plan and coordinate corporate events, regional meetings, leadership visits, employee engagement activities and other official functions.
• Arrange venues, travel/logistics, accommodation, catering, branding, meeting rooms, equipment and other event requirements.
• Coordinate end-to-end arrangements for CP meetings and similar leadership/business meetings.
• Manage event vendors and ensure execution within approved timelines and budgets.

I. Project & Business Support

• Provide administration and facility support for regional/zonal projects, expansions, transitions and operational initiatives.
• Coordinate cross-functional activities involving HR, Finance, IT, Procurement, Legal, Operations, Security and other stakeholders.
• Prepare project trackers, action plans, status updates and closure reports for administration deliverables.
• Support urgent or business-critical administrative requirements as assigned by management.

J. New Facility Scouting & Expansion Support

• Scout and identify suitable new warehouse, office and facility options based on business requirements.
• Coordinate site visits, preliminary feasibility checks, facility comparisons and requirement mapping.
• Support commercial, legal, technical and operational evaluation with relevant stakeholders.
• Coordinate negotiations, approvals, documentation, fit-out and operational readiness through to handover.

Key Deliverables / Success Measures

• Smooth and uninterrupted administration support across 38+ warehouses and regional/zonal offices.
• Timely closure of facility, maintenance, vendor and employee administration issues.
• High compliance readiness with accurate records and timely renewals.
• Effective AMC and vendor performance with controlled administrative costs.
• Successful execution of office/warehouse set-ups, relocations and facility projects within agreed timelines and budgets.
• Well-coordinated corporate events, CP meetings and leadership/business visits.
• Strong landlord and vendor relationships with clear issue resolution and documentation.
• Effective team performance, ownership and standardized administration practices across locations

Key Skills & Competencies

• Regional administration and facilities management
• Warehouse / multi-location administration
• Office set-up, relocation and project coordination
• Vendor and AMC management
• Landlord and property coordination
• Compliance documentation and audit coordination
• Repair and maintenance management
• Corporate event and meeting management
• Facility scouting and site evaluation
• Budgeting, cost control and negotiation
• Team leadership and stakeholder management
• Strong communication, coordination and problem-solving skills
• Good working knowledge of MS Office / Excel and administrative reporting