Description:

Location: Chennai

Industry: Leading Financial Organisation

Experience: 18-25 years

Reports to: Head Administration

Role Type: Full-time, On-site

About the Role:

The Deputy Head Administration will oversee end-to-end administrative operations and facilities management across multiple branches in India. The role requires strong leadership, operational excellence, stakeholder management, and the ability to streamline processes across a distributed network. The ideal candidate should have solid experience in administration within NBFCs/financial institutions and a proven track record in facility management and branch operations support.

Key Responsibilities:

1. Logistics & Facilities Management:

- Oversee maintenance and upkeep of all office premises to ensure a safe, compliant, and productive workplace.

- Coordinate with vendors for security, housekeeping, engineering, and other facility-related services.

- Conduct regular inspections and ensure timely resolution of facility issues.

- Manage travel logistics for staff and senior leadership, including flights, hotels, and transportation.

- Handle the companys fleet managementregistration, insurance, servicing, and scheduling.

- Work closely with Top Management on special projects, including assignments from Head of Operations, DMD, MD, and EVC.

2. Office Services:

- Manage procurement, inventory, and distribution of stationery, printing materials, and office supplies for all locations.

- Oversee administration of telecom assets (SIM cards, landlines), including allocation, billing, and vendor coordination.

- Ensure smooth mailroom operations for incoming/outgoing communications.

- Oversee record management systems from creation through storage or disposal.

3. Group Support & Initiative Engagement:

- Participate in group-wide administrative initiatives and cross-functional projects.

- Coordinate organisational communication and alignment on admin-related policies.

- Act as a central point of contact for administrative matters with internal stakeholders.

4. Maintenance, Compliance & Safety:

- Ensure proper functioning of HVAC, electrical, plumbing, and core infrastructure.

- Manage annual maintenance contracts (AMCs) and service schedules.

- Implement health, safety, and environment (HSE) policies; ensure compliance with statutory norms.

- Conduct risk assessments and maintain a hazard-free environment.

5. Space Planning & Security:

- Oversee office layout planning, seating allocation, and branch expansions/renovations.

- Implement and monitor security protocols, surveillance systems, and access control.

- Ensure security readiness and emergency preparedness plans (fire, disaster, evacuation).

6. Budgeting & Vendor Management:

- Prepare and monitor budgets related to facilities and admin operations.

- Negotiate contracts and ensure cost-efficient service delivery.

- Maintain strong relationships with contractors, suppliers, and facility service partners.

7. Team Leadership:

- Lead, mentor, and manage admin, facility, and support staff across multiple locations.

- Drive performance management, skill development, and delivery excellence.

- Foster collaboration across branch admin teams.

Qualifications & Experience:

- Bachelors degree required; MBA preferred.

- Civil engineering background is an added advantage.

- 20+ years of experience in administration and facility management, preferably within NBFCs, financial services, or organisations with multi-branch operations.

- Strong understanding of facility-related regulations, compliance norms, and best practices.

- Excellent communication, interpersonal, and stakeholder management skills.

- Proven experience in managing teams, budgets, and multi-location operations.

Key Competencies & Behaviours:

- Lead by example with high focus on operational excellence.

- Strong collaboration, relationship-building, and team development abilities.

- Ability to engage effectively with business and senior leadership stakeholders.

- Strategic thinking with hands-on execution capability.

- Data-driven decision-making and problem-solving skills.

- Adaptability and resilience in high-pressure situations.

- Continuous improvement mindset with focus on process optimisation.

- Strong time management and organisational skills.