Head Admin

Role overview

The organization is looking for an experienced administrative leader to take charge of day-to-day office and facility operations in Mumbai. This position focuses on keeping administrative processes efficient, maintaining buildings and infrastructure, managing inventory, supervising housekeeping, and ensuring strong safety and fire protection practices. The role reports directly to the CMD and is preferred for candidates from real estate or infrastructure backgrounds.

Core responsibilities

• Direct everyday administrative work and make sure office and facility operations run without interruption.
• Lead support teams such as administrative staff, security personnel, housekeeping teams, and other related functions.
• Maintain discipline, cleanliness, and overall operating standards across the premises.
• Coordinate with different departments to meet administrative and operational needs.
• Oversee upkeep of electrical systems, plumbing, HVAC, civil repairs, lifts, and other office infrastructure.
• Ensure both scheduled preventive maintenance and urgent breakdown maintenance are completed on time.
• Inspect buildings, equipment, and common areas regularly to support smooth operations.
• Liaise with vendors and contractors for maintenance and repair activities.
• Track administrative inventory, consumables, office materials, and assets accurately.
• Monitor stock availability and arrange timely purchase of required supplies.
• Maintain effective asset storage, tracking, and inventory control procedures.
• Carry out periodic inventory checks and keep proper records and documentation.
• Supervise housekeeping operations to maintain high standards of hygiene and cleanliness.
• Ensure offices, common spaces, washrooms, lobbies, and surrounding areas are properly maintained.
• Review cleaning schedules, manpower allocation, and usage of housekeeping materials.
• Perform regular inspections to ensure presentation and cleanliness standards are met.
• Ensure compliance with safety rules, company policies, and statutory requirements.
• Identify risks through routine safety inspections and take corrective action where needed.
• Support workplace safety through preventive measures and awareness initiatives.
• Plan and conduct fire and safety drills at regular intervals.
• Keep fire systems such as extinguishers, alarms, hydrants, and emergency equipment in working condition.
• Coordinate with fire safety agencies and support compliance with fire protection norms.
• Train staff on evacuation steps and fire safety practices.
• Maintain documentation for fire audits, drills, inspections, and compliance certificates.
• Handle housekeeping, maintenance, and facility vendors, including contractor coordination.
• Review vendor performance and ensure service quality is consistently maintained.
• Negotiate annual maintenance contracts and track vendor commitments.
• Prepare administration and maintenance budgets, monitor spending, and apply cost-control measures.
• Submit regular reports covering administration, maintenance, inventory, and safety activities for management review.

Requirements

• Bachelor’s degree in Administration, Facility Management, Operations, or a related discipline.
• 8 to 15 years of experience in administration, facility management, or operations.
• Proven leadership and team management capability.
• Practical understanding of facility upkeep, inventory control, safety standards, and fire compliance.
• Strong ability to coordinate across teams, solve problems, and manage vendors.
• Comfortable using MS Office and administrative reporting tools.
• Good communication and interpersonal skills.

Additional information

Position/role: Manager Admin

Location: Dadar, Mumbai

Reporting to: CMD

Preferred industries: Real estate and infrastructure

Travel: Yes

Employment type: Full-time, on-site