Administration Lead

The Administration Lead will lead and professionalize the administration function ensure scalable processes manage complex operational requirements and coach and guide the existing admin team to consistently deliver high-quality outcomes. This role bridges the gap between operational execution and strategic business needs ensuring administration evolves in line with business growth.

Key Responsibilities

Administration Leadership & Team Development

• Provide leadership guidance and coaching to the existing Administration Executive and support staff.
• Define clear roles responsibilities and performance expectations within the administration function.
• Build capability confidence and accountability within the team to improve independent execution and ownership of tasks.
• Introduce structured workflows service standards and escalation mechanisms to ensure consistent service delivery.
• Foster a culture of continuous improvement responsiveness and customer service mindset within the admin team.
• Conduct regular performance reviews provide feedback and identify training or development needs.
• Drive succession planning and reduce dependency on individual knowledge through documentation and cross-training.

Administration Performance Management & Ticketing System

• Own and manage the administration ticketing system as the central platform for request handling and service tracking.
• Define service categories workflows response times and resolution standards within the ticketing system.
• Establish KPIs and SLAs for the administration function and ensure adherence to defined performance standards.
• Monitor ticket volumes response trends and resolution quality to assess team performance and capacity.
• Identify recurring issues and implement corrective actions or process improvements.
• Prepare and share periodic performance dashboards and reports with leadership and key stakeholders.

Process & Structure Building

• Design and implement administration policies SOPs and best practices.
• Identify gaps in current operations and introduce scalable solutions.
• Establish governance documentation and reporting mechanisms.

Office & Facility Operations

• Ensure seamless day-to-day office operations across TVH India facilities (Office & Consolidation center).
• Lead administration support for office expansion new office fit-out and infrastructure projects.
• Manage facility services including housekeeping security pantry maintenance and transportation.
• Inventory management & control.
• Ensure compliance with workplace safety security and statutory requirements.

Vendor & Contract Management

• Identify onboard and manage vendors and service providers.
• Negotiate contracts monitor service levels and ensure cost-effective service delivery.
• Manage vendor renewals and service agreements in coordination with Finance.
• Records Management & Data Analysis.

Support Staff Leadership

• Supervise and guide office support staff to ensure consistent service quality.
• Define roles responsibilities and performance expectations for support teams.
• Build a culture of accountability and continuous improvement.

Budget & Cost Management

• Prepare and manage the administration budget.
• Track and control administrative expenses.
• Support invoice processing and payment coordination with Finance.

Employee Experience & Engagement

• Oversee onboarding and induction logistics for new employees.
• Manage employee queries related to workplace and facility services.
• Plan and execute employee events celebrations and engagement activities.
• Drive initiatives to improve the office environment and employee experience.

Travel & Mobility Support

• Manage domestic and international travel arrangements for employees and visitors.
• Coordinate visa processing travel documentation flight bookings and accommodations.
• Liaise with travel agencies and ensure compliance with company travel policies.

Stakeholder Management

• Act as the primary point of contact for administration matters within TVH India.
• Coordinate with HR Finance IT and leadership teams on operational needs.
• Provide regular updates and reports on administration performance.

Key Result Areas (KRAs)

• Smooth and disruption-free office operations.
• Successful execution of office fit-out and expansion projects.
• Effective vendor performance and SLA adherence.
• Administration costs maintained within approved budgets.
• Positive employee feedback on workplace services.
• Well-documented scalable administration processes.
• Improved independence and performance of existing admin team.

Decision-Making Authority

• Day-to-day decisions on office and facility operations.
• Vendor selection and service management within approved budgets.
• Task delegation and performance guidance for admin staff.
• Recommendations on administration improvements and service enhancements.

Qualifications & Experience

• Bachelors degree in a relevant field.
• 10 years of experience in corporate administration or facility management.
• Proven experience in managing office operations vendors and support staff.
• Experience supporting office setup or expansion projects is preferred.

Skills & Competencies

• Strong planning and organizational skills.
• Excellent interpersonal and stakeholder management abilities.
• Vendor negotiation and contract management skills.
• Problem-solving critical thinking and decision-making capability.
• Budgeting and cost-control mindset.
• MS Office Suite (Word Excel PowerPoint) and ERP systems

Working Conditions

• Full-time office-based role at TVH India Pune Office.
• May require extended hours during office projects events or urgent operational needs.
• Demonstrated experience in leading and developing administration teams.

ABOUT TVH

TVH is a parts specialist for quality parts and accessories for material handling industrial vehicles and construction and agricultural equipment. Working at TVH is opting for a company that excels as an international market leader and is well-known for its unstoppable craving for innovation.

WHATS IN IT FOR YOU

- A family atmosphere people-centric culture where your emotional and physical well-being matters.

- A company of great colleagues with a global mindset where you feel welcomed from day one.

- A competitive salary medical insurance for family retirement benefits

- Flexible working hours and a healthy work life balance

- Hybrid work schedule

- internal career opportunities professional development including access to LinkedIn Learning and many in-house/external training courses

PEOPLE ARE AT OURHEART

TVH is a global business with a family atmosphere where people are at the center. We value clarity mutual respect kindness and open communication. Our people are down-to-earth easy to work and engage with. We welcome differences and celebrate new ideas.