Senior Manager Administration

About the Role

Join Vashi Electricals as a Senior Manager Administration to oversee comprehensive facility and multi-location operations management. You will be accountable for infrastructure upkeep, security oversight, vendor relations, compliance adherence, and budgeting to ensure seamless functioning of corporate offices and warehouses.

Key Responsibilities

• Supervise preventive and corrective maintenance for office and warehouse facilities.
• Maintain utility services including electrical, generator sets, HVAC, water, internet, and telecommunication systems.
• Manage office and warehouse leases, including renewals and landlord coordination.
• Plan and execute office expansions, relocations, renovations, and fit-outs while monitoring budgets and deadlines.
• Uphold housekeeping quality standards across all sites.
• Establish standardized administrative protocols, SOPs, and checklists for branches and warehouses.
• Perform regular site audits to assess infrastructure condition, cleanliness, safety compliance, and asset status.
• Collaborate with branch and warehouse teams for infrastructure support and oversee local vendors.
• Address administrative issues swiftly within set turnaround times.
• Oversee security functions, such as access control, CCTV, visitor handling, and gate pass processes.
• Ensure adherence to fire safety norms, including drills, NOCs, and evacuation plans.
• Implement Environment, Health & Safety (EHS) initiatives and business continuity strategies.
• Conduct incident investigations and enforce corrective/preventative actions.
• Identify, onboard, negotiate, and manage vendors providing services like housekeeping, security, transport, cafeteria, courier, stationery, repairs, and AMC contracts.
• Monitor vendor performance according to service level agreements.
• Manage contract renewals and maintain accurate documentation.
• Drive cost savings through strategic vendor consolidation and sourcing.
• Maintain comprehensive fixed asset records and manage procurement, allocation, tagging, transfers, maintenance, and disposal of assets.
• Oversee company vehicle fleet management including maintenance, insurance, fuel usage, and driver administration.
• Ensure all statutory licenses, permits, and registrations are current and liaise with regulatory agencies, municipal authorities, police, and auditors.
• Run travel desk operations covering flight bookings, hotel arrangements, visa processing, and travel policy compliance.
• Administer reception, cafeteria, pantry, courier, stationery, and employee support services.
• Coordinate company events such as meetings, conferences, and VIP visits.
• Prepare and monitor annual CAPEX and OPEX budgets, analyze expenditure variances, and identify expense reduction opportunities.
• Handle administration purchase requests and vendor invoice processing per company norms.
• Lead and manage administration teams across headquarters, branches, and warehouses; assign tasks, track service levels, and ensure timely task completion.
• Define performance metrics (KRAs/KPIs), carry out evaluations, and support employee development.
• Manage manpower planning, attendance tracking, shift scheduling, leave management, and supervision of contract staff.
• Promote a culture of accountability, customer focus, and high performance within the team.

Candidate Profile

• Graduate in any discipline; MBA or PGDM is preferred.
• 10 to 15 years of experience managing corporate administration, facilities, and multiple location operations.
• Proven background in handling corporate offices and warehouse administration over diverse locations.
• Strong expertise in statutory compliance, facilities and vendor management, and EHS practices.
• Excellent skills in negotiation, budgeting, and stakeholder engagement.
• Demonstrated leadership capabilities managing cross-functional teams and juggling various priorities.