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Job Description
Chief Manager - Administration & FacilitiesThe incumbent is responsible for leading end-to-end administration and facilities operations to ensure efficient compliant and high-quality workplace management across locations. The role encompasses office operations facilities management safety and security oversight vendor and contract governance travel and support services and employee experience delivery. The incumbent will drive policy implementation budget management cost optimization and process standardization while leveraging automation and data-driven insights to enhance operational efficiency. The role also includes accountability for sustainability initiatives regulatory compliance and maintaining a safe secure and productive work environment.
KEY STAKEHOLDERS: INTERNAL
Functional Heads Shared Services Corporate Finance Internal Auditors Peers from other businesses
KEY STAKEHOLDERS: EXTERNAL
Service providers Statutory authorities
REPORTING STRUCTURE:
This position will report to the Associate Vice President HR & Administration
QUALIFICATION: Masters degree in Business Administration Facilities Management or a related field.
EXPERIENCE: Minimum of 12 years of experience in office administration and facilities management.
SKILLS AND COMPETENCIES
Strong understanding of facilities management workplace services travel operations and admin governance
Expertise in budgeting cost control and financial discipline
Knowledge of statutory compliance EHS standards and security frameworks
Ability to drive process standardization SLA-based service delivery and continuous improvement
Strong capability in space planning and infrastructure optimization
Exposure to automation tools (helpdesk systems workflow tools visitor/asset management)
Ability to leverage data MIS and dashboards for decision-making and performance tracking
Excellent stakeholder management with ability to influence senior leadership
Proactive Structured problem-solving and decision-making approach
Commitment to sustainability ESG practices and responsible workplace management
Key Responsibilities:
Office & Administration Management
Oversee end-to-end office operations to ensure seamless functioning high service standards and alignment with organizational policies.
Drive standardization process efficiency and service excellence across locations.
Facilities Management
Ensure a safe compliant and productive work environment across all offices and sites.
Manage preventive and breakdown maintenance utilities and infrastructure lifecycle.
Oversee company-leased/owned assets including vehicles and workforce deployed for facility services.
Administer and optimize guest house operations across locations with defined service standards.
Travel & Helpdesk Management
Establish and manage a centralized travel helpdesk for domestic and international travel.
Ensure cost-effective travel planning policy adherence and seamless employee experience.
Drive SLAs for query resolution ticketing accommodation and travel support services.
Leverage data insights to optimize travel spend and vendor utilization.
Security Management
Implement robust physical security frameworks across locations.
Ensure effective deployment of security personnel systems (CCTV access control) and protocols.
Safeguard employees visitors and organizational assets through proactive risk management.
Vendor & Contract Management
Develop and manage strategic partnerships with vendors and service providers.
Drive competitive sourcing contract negotiations and performance governance through SLAs/KPIs.
Ensure service quality compliance and continuous cost optimization.
Budgeting & Cost Optimization
Prepare and manage annual budgets for administration facilities and travel.
Track and control expenses against approved budgets with strong financial discipline.
Identify and implement cost optimization initiatives without compromising service quality.
Drive data-led decision-making for spend efficiency.
Automation & Process Excellence
Identify and implement automation opportunities across admin and facilities processes (e.g. helpdesk asset tracking
visitor management travel workflows).
Drive digitization system integration and reduction of manual dependencies.
Establish dashboards and MIS for real-time monitoring and decision-making.
Health Safety & Compliance
Ensure adherence to all statutory environmental and occupational health & safety requirements.
Develop and operationalize emergency response plans audits and mock drills.
Drive a culture of safety and compliance across all locations.
Space Planning & Infrastructure Optimization
Plan and optimize workspace utilization aligned to business needs and future growth.
Lead office layout planning moves expansions and consolidation initiatives.
Drive efficient utilization of infrastructure and real estate.
Employee Support Services
Oversee front-office operations events mailroom and office supplies management.
Ensure consistent high-quality employee experience through well-defined service standards and SLAs.
Sustainability & ESG Initiatives
Drive sustainability initiatives including energy efficiency waste management and resource optimization.
Align office operations with organizational ESG goals and regulatory expectations.
Policy Governance & Controls
Develop update and enforce policies related to administration travel facilities and security.
Ensure strong governance audit readiness and adherence across all locations.
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