Lead – Administration

Job Description

Job Description (JD): Lead – Administration

Job Title: Lead – Administration
Location: Bengaluru
Department: Administration
Reporting To: Head – Administration

Job Summary

The Lead – Administration is responsible for independently managing the complete administration function of the organization under the guidance of the Head – Administration. The role oversees facilities, vendor management, procurement, travel, infrastructure, statutory compliance, office operations, project management, and team leadership while ensuring efficient administrative services across the organization.

Key Responsibilities
Manage and coordinate all administration activities across the Bengaluru office.
Ensure compliance with organizational administration policies and procedures.
Oversee facilities management, including housekeeping, security, maintenance, utilities, pantry, parking, and office services.
Manage travel, accommodation, transport, and logistics for employees, consultants, and visitors.
Lead office infrastructure projects, including office setup, interior fit-outs, refurbishment, and commissioning.
Identify, evaluate, develop, and manage vendors and service providers.
Negotiate contracts and ensure timely execution of vendor agreements.
Supervise procurement processes and ERP-based procurement management.
Maintain inventory, office assets, and ensure preventive maintenance of facilities.
Ensure compliance with statutory, legal, and government regulations through effective liaison with authorities.
Manage company-owned vehicles and transportation operations.
Plan and organize institutional events, conferences, seminars, and official functions.
Lead, mentor, and supervise the administration team to deliver efficient services.
Coordinate with internal departments to support academic, research, operational, and institutional activities.
Prepare administrative reports, compliance metrics, and performance dashboards.
Support organizational growth initiatives and undertake additional responsibilities assigned by management.
Travel within India or internationally whenever required.
Required Qualifications
Graduate or Postgraduate degree in Management or a related discipline.
Minimum 15 years of relevant experience in Administration and Facility Management.
Experience in corporate administration, preferably in the services or education sector.
Experience in managing office infrastructure projects and facility operations.
Required Skills
Administration & Facility Management
Vendor Management & Contract Negotiation
Procurement & Inventory Management
Office Infrastructure & Fit-out Management
Travel & Accommodation Management
Security & Safety Management
Transport & Fleet Management
Government Liaison & Statutory Compliance
Budget Monitoring
ERP Procurement Systems
MS Office (Excel, PowerPoint, Word)
Project Management
Team Leadership
Stakeholder Management
Excellent Communication Skills
Organizational & Time Management
Problem-solving and Decision-making
Customer Service Orientation
Negotiation Skills
Preferred Experience
Experience in educational institutions, universities, or training organizations.
Exposure to ERP Procurement Systems.
Experience managing multiple facilities and cross-functional administrative operations.
Key Competencies
Leadership and Team Management
Strategic Planning
Operational Excellence
Process Improvement
Compliance Management
Relationship Building
Multi-tasking
Analytical Thinking
Attention to Detail
High Integrity and Professionalism
Employment Type
Full-Time
Work Location
Bengaluru (Travel may be required within India or internationally.)
Benefits
Opportunity to lead enterprise-level administration operations.
Exposure to infrastructure development and institutional projects.
Leadership role with cross-functional collaboration.
Professional growth in a reputed organization.