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Facilities and Administration Lead

Facilities and Administration Lead

UnitileRepublic Of India, IN
11 days ago
Job description

Manager - Administration (Full Time Role)

Mumbai, India

ABOUT UNITILE :

Celebrating 31 years of excellence, Unitile shines as a beacon of innovation and trust in the building materials industry. Our dedication to intelligent, sustainable, and flexible solutions has earned us recognition as India's number one raised access floor brand and Asia's Prestigious Rising Brand (2021) by BARC. As a Great Place to Work Certified company, we prioritize a positive work culture fostering collaboration and growth, ensuring our employees feel valued and empowered. Our certification reflects our commitment to creating an environment where our employees rate their experience positively, highlighting our focus on trust, respect, and teamwork.

Our expertise in modular indoor and outdoor flooring systems, structural ceilings, partitions and acoustics solutions enhances any space's efficiency, adaptability, and aesthetics by seamlessly blending form and function. With a portfolio of over 15,000 successful workplace transformations globally, we are driven by a passionate team of dynamic leaders committed to shared success.

Unitile is poised to continue leading the way in innovation and sustainability. By focusing on user-centric design, we are creating solutions that not only meet but exceed the demands of tomorrow's spaces. We remain committed to pushing boundaries, driving progress, and shaping the future of the industry.

KEY RESPONSIBILITIES :

Administrative Operations Oversight

  • Supervise daily admin functions including housekeeping, pantry, and general office operations across all locations.
  • Ensure smooth coordination and implementation of admin services at the head office and factory units.

Procurement & Cost Control

  • Manage procurement of office essentials like stationery, uniforms, provisions, ID cards, and visiting cards with the support of local admin teams.
  • Review and approve expenses related to admin activities – including utilities, telecom, courier, printing, and pantry costs.

    • Inventory & Vendor Management

  • Maintain accurate records of company assets and stationery stock.
  • Identify, evaluate, and onboard vendors for services such as telecom, travel, courier, office supplies, utilities, and printing.
  • Manage vendor contracts, renewals, and performance.

    • Facility & Infrastructure Management

  • Lead repair, maintenance, and renovation initiatives for corporate, branch, and factory premises.
  • Oversee space planning, allocation, and optimization across all locations.

    • Insurance & Licenses

  • Maintain and update insurance records (property, liability, employee).
  • Ensure timely renewal of statutory licenses including Shops & Establishment registration.
  • Handle Mediclaim documentation and maintain central records for rent / lease agreements.

    • Budgeting & MIS

  • Prepare and monitor the admin budget;

    • track actual vs. projected spends and identify variances.

  • Maintain MIS for expenses, contracts, assets, and facilities.
  • Generate half-yearly reports on ERP to review budget adherence.

    • Policy & Compliance

  • Draft and implement admin-related SOPs and policies in line with organizational needs and compliance norms.
  • Ensure adherence to safety protocols and conduct regular audits to maintain workplace health and safety standards.

    • Event & Logistics Management

  • Plan and execute internal and external company events, workshops, and employee engagement programs.
  • Oversee logistical arrangements and procurement for corporate events and festivals.

    • Team Leadership

  • Lead the front office and admin team, set clear KPIs, and drive performance.
  • Establish hygiene and facility trackers to ensure a clean and efficient work environment.

    • Technology & Automation

  • Identify opportunities for digitizing admin processes such as asset tracking, vendor workflows, visitor logs, and inventory.
  • Implement automation tools to streamline repetitive tasks and reduce manual overhead.

    • Audit Support & Documentation

  • Maintain audit-ready records of admin expenses, licenses, contracts, and inventory.
  • Support internal, statutory, and compliance audits by ensuring documentation accuracy and availability.

    • Sustainability & ESG Practices

  • Promote eco-friendly practices in daily office operations – power saving, waste segregation, and reduced paper use.
  • Align admin practices with the company’s sustainability and ESG goals.

    • Reporting & Systems

  • Ensure accurate and timely updates of admin data in ERP systems.
  • Monitor adherence to SOPs and track turnaround times for key administrative processes.

    • REQUIRED SKILLS, QUALIFICATION AND EXPERIENCE :

    Skills :

  • Proven leadership and team management capabilities
  • Strong orientation toward cost efficiency and resource optimization
  • Demonstrates confidence and decisiveness in execution
  • Excellent interpersonal and communication skills
  • Effective presentation skills with an independent, proactive mindset
  • Ability to deliver consistently within defined timelines
  • Clarity in verbal and written communication
  • Strong time management and task prioritization abilities
  • Exceptional organizational and multitasking skills
  • Proficient in MS Office and ERP platforms
  • Solid understanding of regulatory frameworks and compliance requirements

    • Qualification and Experience :

  • Bachelor’s degree or a related discipline
  • Proven experience as an Administrative Manager or in a similar role, preferably within a manufacturing environment
  • Female candidates are encouraged to apply as part of our commitment to promoting workplace diversity

    • Salary would be in line with the experience

    IT’S MUCH MORE THAN WORK HERE AT UNITILE!

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    Administration • Republic Of India, IN

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