Lead - Admin

The Lead – Administration will oversee & manage all administrative & facility management functions, ensuring seamless operations across guesthouse accommodations, civil projects, security, vendor management, health & safety, transportation, space management, compliance, & employee welfare facilities. The role requires strategic planning, vendor negotiations, budget control, & ensuring a productive & safe working environment.

About the Role

The Lead – Administration will oversee & manage all administrative & facility management functions, ensuring seamless operations across guesthouse accommodations, civil projects, security, vendor management, health & safety, transportation, space management, compliance, & employee welfare facilities. The role requires strategic planning, vendor negotiations, budget control, & ensuring a productive & safe working environment.

Responsibilities

Guesthouse Management:

• Ensure guesthouse accommodations are fully operational, including water supply, room cleanliness, & overall hygiene.
• Ensure regular cleaning & maintenance of washrooms.
• Oversee food supply & ensure quality & hygiene standards are met.
• Handle rental agreements, including discussions, negotiations, & renewals with property owners.
• Plan & manage periodic inspections for quality control.
• Conduct periodic surveys (every quarter) & address concern as & when required.
• Address & resolve any maintenance concerns promptly.

Facility Operations:

• Manage daily operations of office facilities, including cleaning, security, & maintenance services.
• Ensure all facilities are maintained in compliance with safety, health, & environmental regulations.
• Monitor cleanliness & hygiene of canteen facilities, restrooms, & common areas.
• Conduct periodic surveys to assess employee satisfaction with facilities.
• Ensure the availability of necessary utilities like water, electricity, & sanitation facilities.
• Monitor & maintain office infrastructure, including HVAC, electrical, & plumbing systems.
• Maintenance of office furniture (chairs, tables, whiteboards, etc.), electrical fixtures, ACs, carpet, & digital screens & coordinating with the Co-working company team as & when required to ensure everything is working fine.
• Office Upkeep, cleanliness, & meeting room management.
• Supervision of all audio-video equipment, & stationery.
• Stock Taking of Office Stationery, Merchandise, & other department-related assets.
• Manage Courier - Domestic & International, preparing outgoing mail items such as envelopes or packages.
• Issuance of Photo ID Card, Access cards, meal coupons & other employee welfare-related coupons, etc.
• Office Repairs & Maintenance - Coordinating with relevant stakeholders & managing all office repair & improvements.
• Overall checks that office is in order & working always (i.e., conference rooms - TVs, HDMI cables, etc. are working, electrical points on tables are working, etc.)
• Maintain & Track Monthly MIS reports related to admin operations.
• Ensure compliance with all labour laws & regulations.

Civil Operations:

• Oversee all civil works for any new projects within the facility.
• Plan & monitor ongoing maintenance activities.
• Provide initial inputs for new projects, including application, agreements, & estimates.
• Monitor property management & maintenance.
• Budget & estimate maintenance charges & property taxes.
• Ensure proper handover to CFTs upon project completion.
• Coordinate with the legal team for agreements, renewals, & dispute resolution.

Canteen & Food Management:

• Ensure timely & quality food supply in the canteen.
• Monitor food hygiene standards & cleanliness.
• Oversee food vendor agreements, quality control, & cost management.
• Periodically gather employee feedback on canteen services & address issues.

Transportation Management:

• Ensure buses & cabs run as per schedules.
• Monitor adherence to transportation policies.
• Address grievances related to transportation & resolve them in a timely manner.

Workplace Infrastructure Space Management & Seating Arrangements:

• Plan & manage office seating arrangements & allocations based on business requirements.
• Plan & manage office meeting rooms arrangements & reservation & allocations based on business requirements.
• Ensure enough seating space for all employees.
• Oversee availability of furniture, stationery, & other essential supplies.
• Manage office repairs, maintenance, & improvements.
• Track & monitor inventory of office assets.
• Plan & allocate seating arrangements based on business requirements.
• Ensure meeting rooms & conference halls are managed efficiently.
• Maintain a record of seating & space utilization.

Security Management:

• Implement robust security measures across the premises.
• Manage relationships with external security agencies.
• Address any external conflicts swiftly & diplomatically.
• Ensure access control systems & ID cards are effectively managed for external visitors.

Health, Safety, & First Aid:

• Ensure first aid facilities, equipment, & ambulance services are readily available.
• Conduct periodic health & safety audits