Vashi Integrated - Head - Administration

Key Responsibilities :

Leadership & Team Management :

• Lead, manage, and mentor the administration team, including administrative assistants, office managers, and support staff.
• Establish performance metrics and conduct regular evaluations.
• Foster a culture of continuous improvement, accountability, and high performance within the administrative team.

Operational Oversight :

• Ensure the smooth operation of daily administrative functions, including facilities management, office supplies, and overall workplace efficiency.
• Develop and implement operational strategies that improve workflow and efficiency.
• Maintain a high standard of office environment and safety.

Budget & Financial Management :

• Develop and manage the administrative budget, ensuring cost-effective utilization of resources.
• Monitor expenditures, including vendor contracts, supplies, and office equipment.
• Ensure procurement processes are transparent, efficient, and cost-effective.

Policy Development & Compliance :

• Develop, implement, and enforce company policies, procedures, and compliance frameworks related to administrative functions.
• Ensure compliance with all legal, regulatory, and safety requirements.
• Stay up-to-date with relevant regulations and laws impacting administrative practices.

Vendor Management :

• Oversee relationships with external service providers, including facilities management, office supplies, IT vendors, and contractors.
• Negotiate contracts and manage vendor agreements to ensure quality and cost control.

Office Management :

• Ensure the proper functioning of office systems such as IT, telecommunications, security, and maintenance.
• Manage the allocation of office space and ensure that the physical office environment meets the needs of the organization.
• Implement sustainability and energy-saving practices in office operations.

Strategic Support :

• Provide administrative support to senior management, including the preparation of reports, presentations, and other documentation as needed.
• Participate in strategic planning and decision-making processes to align administrative operations with organizational goals.

Event and Project Management :

• Oversee the planning and execution of company events, meetings, and conferences.
• Lead and manage special administrative projects, ensuring they are delivered on time and within budget.

Key Skills and Competencies :

Leadership : Strong leadership and team management skills, capable of driving high performance and motivating staff.

Organizational Skills : Exceptional ability to organize, prioritize, and manage multiple tasks efficiently.

Communication : Excellent verbal and written communication skills for effective interaction with staff, vendors, and executives.

Problem Solving : Ability to anticipate challenges and develop solutions that support operational efficiency.

Attention to Detail : High level of accuracy and attention to detail in administrative processes.

Tech-Savvy : Proficiency in Microsoft Office Suite, office management software, and familiarity with modern IT systems.

Negotiation Skills : Strong negotiation and contract management Master's degree Minimum of 7-10 years of administrative experience, with at least 3-5 years in a leadership or managerial role.

• Experience managing budgets, vendor relationships, and administrative teams.

Certifications : Relevant certifications in administration, management, or operations (e.g., PMP, Certified Administrative Professional) are a plus

(ref : iimjobs.com)