Head - Administration/Facility management/Operations - IPC (10-20 yrs)

Job Purpose:

The Head of Administration and Facilities Management will oversee and manage all administrative, facility management, and operational functions within the organization. This role will drive strategic initiatives to streamline operations, optimize resources, ensure compliance, and manage the facilities infrastructure effectively.

Key Responsibilities:

1. Strategic Leadership

- Develop and implement administrative policies, systems, and procedures to streamline operations.

- Plan and oversee the budget for administrative functions, ensuring cost-effectiveness.

- Act as a liaison between various departments to ensure smooth coordination and communication.

2. Facilities and Infrastructure Management

- Ensure optimal utilization and maintenance of office infrastructure, including space planning, equipment, and utilities.

- Supervise facility operations, including security, housekeeping, and vendor management.

- Oversee renovations, repairs, and expansions to maintain a conducive work environment.

3. Vendor and Procurement Management

- Manage vendor relationships, negotiate contracts, and ensure timely delivery of services and supplies.

- Streamline procurement processes to ensure transparency and cost efficiency.

4. Compliance and Risk Management

- Ensure compliance with statutory requirements related to facilities and administrative functions.

- Develop and implement risk mitigation strategies, including health, safety, and emergency protocols.

5. Team Management

- Lead and mentor the administrative team, fostering a culture of excellence and accountability.

- Conduct regular performance evaluations and provide training to enhance team capabilities.

6. Event and Travel Management

- Plan and execute company events, meetings, and conferences.

- Oversee travel arrangements, including ticketing, accommodations, and itineraries, ensuring employee comfort and cost efficiency.

7. Sustainability Initiatives

- Drive green initiatives in the office, such as energy conservation and waste management practices.

Key Competencies and Skills:

- Leadership: Ability to inspire and manage a diverse team.

- Organizational Skills: Strong planning and multitasking capabilities.

- Problem-Solving: Proactive in addressing challenges with innovative solutions.

- Communication: Excellent verbal and written communication skills.

- Negotiation Skills: Expertise in vendor and contract management.

- Attention to Detail: Ensuring precision in all administrative functions.

Key Performance Indicators (KPIs):

- Cost optimization in administrative operations.

- Employee satisfaction with facilities and services.

- Compliance adherence with zero violations.

- Timely completion of facility projects and repairs.

- Vendor performance and service quality.

- Ability to develop a quick response system for emergencies involving police or medical assistance.

Experience and Qualifications:

- MBA is mandatory.

- Minimum of 10+ years in Administration, Facility Management, or Operations with a proven track record of leading large facilities and administrative teams.

- Knowledge of key compliance standards including SOC 2, GDPR, ISO 27001.

This role offers a dynamic and rewarding opportunity to lead and manage critical operational functions while working with various teams to ensure the effective execution of strategic initiatives within the organization.