Sr. Manager/Head – Admin

Job Title: Sr. Manager/Head – Admin, Facilities & Transport

Department: Administration

Reports To: Functional Head

Job Summary:

The Sr. Manager / Head of Admin, Facilities, and Transport will oversee and manage all administrative, facilities, and transportation operations. This includes managing soft and hard services, ensuring compliance, driving cost-saving initiatives, maintaining high-quality service standards, and leading a high-performing team. The role requires hands-on leadership, strategic oversight, and active participation in daily operations.

Key Responsibilities:

1. Facilities Management (Hard & Soft Services):

2. Oversee all
   soft services
   (housekeeping, cafeteria, security, etc.) and
   hard services
   (UPS, HVAC, CCTV, Access Control, Fire Panel, and other critical equipment).

3. Ensure timely and proper maintenance, upkeep, repair, or modifications of all facilities.
4. Conduct
   daily site walkovers
   and document observations, ensuring all points are addressed within defined timelines.

5. Maintain high standards for
   housekeeping and facility upkeep.

6. Compliance & Audits:

7. Ensure compliance with statutory and organizational requirements.

8. Coordinate audits such as ISO, PCI, and other client-specific audits.

9. Maintain accurate records of all compliance documentation.

10. Client Engagement & Visits:

11. Manage
    end-to-end client visits
    and ensure high standards of service during client interactions.

12. Keep functional and local leaders updated on site-level information and operational status.

13. Transport Management:

14. Oversee employee transportation services, ensuring
    route optimization
    and
    occupancy above 90%.

15. Ensure compliance for vehicles, drivers, and transport policies.

16. Take
    cost-saving initiatives
    and maintain proper documentation for all transport services.

17. Vendor & Contract Management:

18. Manage all vendor relationships for admin, facilities, and transport services.

19. Ensure vendors work according to
    SLAs,
    review SLAs monthly or twice-monthly, and maintain proper records.
20. Ensure timely processing of
    POs, agreements, and invoices.

21. Follow up rigorously to resolve all vendor-related issues promptly.

22. Process & Service Excellence:

23. Ensure all processes related to admin, facilities, and transport are strictly adhered to without breaching SLAs.

24. Take initiatives to improve services, optimize costs, and enhance employee experience.

25. Prepare
    MIS reports and dashboards
    for weekly/monthly presentation to functional heads.

26. Team Leadership & Management:

27. Lead, mentor, and align the team to achieve operational excellence.

28. Work
    hands-on with the team
    , sharing workload including yourself and ensuring end-to-end completion of tasks.

29. Foster a culture of accountability, collaboration, and continuous improvement.

30. On-Ground Operations:

31. Be actively present on-site when required, especially during high workload, emergencies, or client visits.

32. Ensure timely resolution of on-ground issues, both within the office and involving external coordination.

Qualifications & Skills:

• 12-15+ years of experience in administration, facilities, and transport management, preferably in BPO or corporate environment.
• Strong knowledge of hard and soft facilities management, transport operations, and compliance requirements.
• Excellent leadership, organizational, and stakeholder management skills.
• Hands-on approach, problem-solving skills, and ability to work under pressure.
• Excellent communication, reporting, and analytical skills.

Key Attributes:

• Proactive, result-oriented, and detail-focused.
• Strong team management and alignment capabilities.
• Customer-centric mindset with focus on operational excellence and continuous improvement.
• Ability to manage multiple priorities and take decisions on-ground independently.

It is our policy to provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, colour, religion, creed, national origin, disability, genetic information, veteran status, citizenship or marital status, and to maintain a non-discriminatory environment free from intimidation, harassment or bias based upon these grounds.