Head - Administration - Engineering & Infrastructure Industry (15-20 yrs)

Position Title: Head - Administration

Location: Headquarters - Delhi, with travel across regional and site offices.

About the Client:

- Our client is a renowned leader in the engineering and infrastructure industry.

- Specializing in a broad range of services, including Pre-Feasibility and Feasibility Studies, Detailed Design, and Project Management & digital transformation in infrastructure development.

- Our team of over 2000 professionals is driven by a focus on innovation, quality, and cutting-edge digital technologies.

- Our client is determined to add a skilled Head of Administration to oversee the administrative functions of the organization.

- This role will be responsible for managing day-to-day operations, improving administrative processes, facility management, transport & travel management and ensuring that administrative services align with company goals.

- The ideal candidate will be a strategic thinker with a proven track record of effective management, team leadership, and operational efficiency.

Role Summary:

- The Head Admin is responsible for overseeing the efficient and effective management of all administrative and operational activities across company's multiple offices and project sites.

- This role includes overseeing travel and facility management, budgeting, expense management, office operations, and policy creation.

- The Head Admin will optimize processes, ensure cost-efficiency, and ensure smooth day-to-day functioning of the headquarters, regional offices, and site offices.

Key Responsibilities:

Travel Management:

- Oversee all travel-related activities including booking flights, hotels, and transportation for employees and leaders traveling across regional and site offices.

- Ensure integration with travel platforms like MakeMyTrip for streamlined booking and cost efficiency.

- Manage and optimize travel budgets, ensuring cost-effective travel solutions while maintaining employee comfort.

- Regularly review travel policies to ensure they meet company objectives and industry standards.

Vendor Management:

- Plan and execute internal company events such as team-building activities, corporate celebrations, training programs, and leadership meetings.

- Manage logistics, budgeting, vendor coordination, and all administrative aspects of internal events.

Site Office & Regional Office Management:

- Oversee operations across 71 site offices, ensuring seamless support for field projects and staff.

- Work with junior staff to manage day-to-day operations at regional and site offices.

- Regularly visit regional and site offices to ensure smooth functioning, address challenges, and offer operational guidance.

- Support in setting up new offices and closing or relocating non-essential offices and managing/ negotiating office leases

Policy Development & Optimization:

- Develop, review, and update policies around travel, facility management, office operations, and budgets.

- Ensure compliance with company policies and industry regulations.

- Implement process improvements to increase efficiency, streamline workflows, and reduce costs.

Expense Management & Budgeting:

- Manage and optimize the budget for travel, administration, and site operations.

- Oversee monthly expenditure reports for administrative functions, travel, and facility-related costs.

- Ensure expenses for projects are in line with the approved budget and track discrepancies.

- Review and approve expense reports for reimbursement, ensuring compliance with company policies.

- Manage reimbursements for project-related expenses, and track client payments for services rendered.

Facility & Lease Management:

- Oversee the lease agreements and rental payments for all office spaces across India.

- Manage facility requirements and ensure the upkeep and maintenance of all offices, including regular audits for office equipment, utilities, and office environment.

- Plan for office expansions, relocations, or closures as per business needs and operational requirements.

Digitizing Processes:

- Lead efforts to digitize manual processes, including the adoption of technology tools to streamline administrative functions.

- Promote the use of software solutions to improve efficiency in travel management, expense tracking, and overall office administration.

- Encourage the adoption of cloud-based document management systems to improve access, collaboration, and document security.

Guest House Management:

- Oversee the management of company guest houses, ensuring proper maintenance, guest safety, and a high level of comfort for visitors.

- Develop guest house policies, including booking procedures, maintenance schedules, and cost management.

Bill Approvals & Financial Tracking:

- Oversee the approval of bills and invoices for office operations, travel, facilities, and other administrative expenses.

- Ensure timely bill payments of vendors and maintain accurate financial records.

- Liaise with the finance team to ensure proper allocation of funds and timely budget tracking.

Vendor Management:

- Manage relationships with key service providers, including travel agencies, office maintenance providers, contractors, and other third-party vendors.

- Negotiate contracts, service level agreements (SLAs), and ensure adherence to agreed terms, timelines, and costs.

- Regularly evaluate vendor performance to ensure quality, cost-effectiveness, and timeliness of services.

Key Skills and Qualifications:

- 8-12 years of experience in administrative management, preferably in a project-based, engineering or manufacturing environment.

- Experience in managing regional offices, site offices, and handling multi-location operations.

- Strong experience in budgeting, financial management, and travel administration.

- Familiarity with travel management software (e.g., MakeMyTrip, Travelport) and expense management tools.

- Familiarity with facility management, lease agreements, and office maintenance.

- Strong leadership and team management skills.

- Strong analytical skills for optimizing costs and improving operational efficiency.

- Problem-solving abilities with a proactive approach to tackling challenges.

- High proficiency with MS Office Suite (Excel, PowerPoint, Word) and project management tools.