Job Description: Head of Administration

Location: Mumbai

Function: Administration

Experience: 15-25 Years

Industry Preference: FMCG, Consumer Tech, Retail, Manufacturing

About the Role:

We are looking for an experienced Head of Administration to lead the administration function across a large, multi-location organization. The role will be responsible for driving operational excellence, governance, infrastructure management, workplace services, security, statutory compliance, and employee experience across corporate offices, manufacturing plants, R&D centers, warehouses, and regional locations.

The ideal candidate should have managed large and complex administrative operations and possess strong stakeholder management skills to work effectively with business leaders, plant teams, HR, Finance, Procurement, IT, and external partners.

Key Responsibilities:

Administration & Facility Management:

- Lead end-to-end administration across corporate offices, manufacturing plants, R&D centres, warehouses, depots, and regional offices.

- Ensure seamless facility operations, infrastructure maintenance, workplace management, and office services.

- Develop and implement administration policies, SOPs, and governance frameworks.

Infrastructure & Projects:

- Manage office expansions, renovations, relocations, and infrastructure projects.

- Drive workplace optimization and efficient space utilization.

- Ensure timely execution of CAPEX projects and infrastructure upgrades.

Vendor & Contract Management:

- Manage facility management partners, security agencies, housekeeping, transport, cafeteria, travel, and other service providers.

- Lead commercial negotiations, contract management, SLA monitoring, and vendor performance reviews.

- Drive cost optimization while maintaining high service standards.

Security & Compliance:

- Ensure physical security across all business locations.

- Oversee statutory compliance related to facilities, safety, fire, and local regulatory requirements.

- Drive business continuity, emergency preparedness, and risk management initiatives.

Budget & Cost Management:

- Own administration budgets including CAPEX and OPEX.

- Identify opportunities for process improvements and cost efficiencies.

- Ensure effective utilization of resources while maintaining operational excellence.

Stakeholder Management:

- Partner closely with HR, Manufacturing, Supply Chain, Procurement, Finance, Legal, IT, and Business Leadership.

- Support business expansion by ensuring administrative readiness across new locations.

Team Leadership:

- Lead and develop a large administration and facilities team across multiple locations.

- Build strong governance, performance management, and service excellence culture.

Desired Candidate Profile:

- 15-24 years of experience in Administration, Facilities Management, or Corporate Services.

- Proven experience managing administration across multiple offices, manufacturing plants, warehouses, R&D centres, and large operational facilities.

- Experience handling geographically distributed operations with large employee populations.

- Strong exposure to vendor management, infrastructure projects, security, statutory compliance, workplace management, and administration governance.

- Demonstrated experience managing large administration budgets and driving operational efficiencies.

- Strong leadership, stakeholder management, and influencing skills.

- Excellent communication and problem-solving abilities.

Preferred Industry Background:

Candidates from the following industries will be preferred:

- FMCG

- Consumer Technology

- Retail

- Manufacturing

- Consumer Durables

- E-commerce

Education:

- Bachelor's degree in Engineering, Business Administration, Facility Management, or a related discipline.

- MBA or Postgraduate qualification will be preferred.

Key Competencies:

- Administration Leadership

- Facilities & Infrastructure Management

- Multi-site Operations

- Vendor & Contract Management

- Security & Risk Management

- Workplace Experience

- Manufacturing & Warehouse Administration

- CAPEX & OPEX Management

- Compliance & Governance

- Project Management

- Cross-functional Collaboration

- Team Leadership

- Cost Optimization

- Process Improvement