Senior Administration Manager

Mitti Labs Limited; Bengaluru; On-site; INR 4,000,000 - 7,000,000; Full time

Job summary

Mitti Labs Limited seeks an experienced Senior Manager Administration, Facilities & Workplace Operations to design and scale our workplace infrastructure across India and Southeast Asia. You will partner with senior leadership to drive real estate acquisitions, office setups, and multi-site operations while ensuring cost efficiency and a superior employee experience.

The role requires strong leadership, strategic procurement, and execution in high-growth environments, with responsibility for

Qualifications

• Senior leader responsible for real estate, facilities and workplace operations in India with regional expansion exposure.
• Requires strong budgeting, procurement and vendor management capabilities.
• Experience with cross-border regulatory environments and multi-site operations.

Responsibilities

• Strategic real estate thinking, site selection, lease negotiations, and regional expansion across India and Southeast Asia.
• Oversee facilities ops, hard/soft services, SOPs, asset governance, and workplace standards.
• Manage global mobility, travel programs, visas, and cross-border logistics.
• Lead budgeting for Capex/Opex and vendor negotiations across regions.
• Ensure HSE compliance, business continuity, risk management, and security.
• Partner with executives to align infrastructure with growth plans and employee experience.

Skills

Strategic leadership

Facilities management

Real estate & leases

Budgeting & cost control

Vendor management

Cross-border travel

Project management

MNC / startup experience

Job description

Executive Summary

We are seeking an experienced, strategic, and high-impact leader to join us as Senior Manager Administration, Facilities & Workplace Operations. This leadership role is responsible for architecting, scaling, and managing our workplace infrastructure, facilities, and physical administrative footprint across India, while spearheading workplace setup and operational readiness for our rapid expansion across Southeast Asia (including Thailand, Philippians, Laos, and emerging regional hubs).

This leader will act as a strategic business partner to executive leadership, overseeing multi-site corporate and field operations, real estate acquisitions, Capex/Opex budgeting, global mobility/travel, visa requirements, cross-border administrative compliance, and vendor ecosystems. The ideal candidate blends strategic procurement and commercial negotiation skills with the agility to execute in high-growth environments.

Key Responsibilities

1. Strategic Real Estate & Regional Expansion (India & Southeast Asia)

• Regional Market Entry & Real Estate Strategy: Lead the evaluation, site selection, commercial negotiations, and lease acquisitions for corporate offices, regional hubs, and field operational centers across India and Southeast Asia.
• Project Delivery & Fit‑Outs: Oversee end-to-end office setup, fit‑outs, space planning, technology enablement, and workplace readiness, coordinating with architects, general contractors, property developers, and local building authorities.
• Cross‑Border Footprint Management: Partner closely with Country Leads and global expansion teams to establish cost‑efficient, scalable co‑working, leased, or hub models tailored to local Southeast Asian regulatory and operational environments.
• Lease & Asset Portfolio Governance: Oversee lease renewals, sub‑leases, relocations, escalations, notices, and legal documentation, optimizing real estate overhead.

2. Pan‑India & Regional Facilities Management

• Workplace Operations: Drive administrative and facilities operations across the Bangalore Headquarters and regional locations, maintaining workplace standards, high uptime, and an engaging physical environment.
• Hard & Soft Services: Oversee building maintenance, technical infrastructure (power backup, HVAC, access control), housekeeping, security, pantry/cafeteria, and consumables management.
• Standard Operating Procedures (SOPs): Design, implement, and institutionalize scalable administrative SOPs, asset management workflows, and workplace policies across all current and future regional entities.
• Asset & Inventory Governance: Supervise the tracking, lifecycle maintenance, auditing, and secure decommissioning of corporate office assets, equipment, and administrative supplies.

3. Global Mobility, Executive Logistics & Cross‑Border Travel

• Travel Framework & Commercial Agreements: Own the corporate travel program, managing corporate travel management companies (TMCs), airline corporate programs, and regional hospitality partners to secure cost advantages and high service quality.
• International Mobility & Immigration Operations: Oversee international business travel logistics, end‑to‑end visa and work permit processing, consular coordination, and immigration compliance for employees, technical specialists, and leadership traveling across India and Southeast Asia.

4. Financial Stewardship, Procurement & Commercial Governance

• Budgeting & Cost Optimization: Formulate, allocate, and govern annual Capex and Opex budgets for administration and facilities across India and regional entities.
• Strategic Sourcing & Vendor Management: Lead vendor qualification, RFP processes, SLA governance, and contract negotiations across real estate, corporate travel, facilities, security, and consumables.
• Financial Controls: Ensure audit‑ready vendor invoicing, strict compliance with statutory financial thresholds, milestone verifications, and regional tax compliance.

5. Health, Safety, Environment (HSE) & Business Continuity

• Statutory & Regulatory Compliance: Ensure full legal and statutory compliance regarding workplace safety, fire regulations, labor‑related facility compliances, and municipal clearances in India and regional operating territories.
• Physical Security & Risk Management: Establish standard physical access controls, CCTV surveillance, emergency protocols, and business continuity plans (BCP) across all operational premises.
• Incident Response & Duty of Care: Serve as the primary operational coordinator for crisis management, medical emergencies, natural disasters, or travel‑related contingencies for regional personnel.

6. Leadership, Stakeholder & Employee Experience

• Executive Advisory: Partner with Founders, Country Leads, Finance, HR, and IT to align physical infrastructure and expansion plans with company headcount growth and operational milestones.
• Internal Events & Leadership Summits: Direct large‑scale offsites, company‑wide town halls, cross‑border leadership summits, and cultural celebrations.
• Workplace Experience: Champion an inclusive, high‑productivity workplace culture that reflects organizational values and drives employee satisfaction across all locations.

Candidate Profile

• Experience: 10 to 15+ years of progressive experience in Corporate Administration, Facilities, Real Estate, and Workplace Operations, with at least 3 to 5 years in a managerial or leadership capacity.
• Multi‑Geography / Regional Exposure: Prior experience managing facilities or supporting new country operational setups across Southeast Asia (e.g., Singapore, Thailand, Vietnam, Indonesia, Laos) or within a regional MNC is highly preferred.
• Scale & Agility: Proven track record in high‑growth startups, tech enterprises, or fast‑scaling multinational organizations.
• Project Management & Greenfield Setups: Demonstrated expertise in successfully leading greenfield office launches, commercial fit‑outs, and multi‑site real estate transitions.
• Commercial Acumen: Strong financial negotiation capabilities, contract management acumen, and hands‑on experience managing multi‑crore Capex/Opex budgets.
• Mobility & Travel: Hands‑on familiarity with international visa processing frameworks, corporate mobility protocols, and cross‑border logistics.