Head of Administration

Job Description: Head of Administration and Property Management

About the Role

We are seeking a highly experienced and versatile Head of Administration and Property Management to oversee all administrative functions, office management, HR administration, security, and the comprehensive management of our properties across multiple key locations. The ideal candidate is a hands-on leader who can manage diverse operational responsibilities and ensure the smooth and compliant functioning of all our physical assets and administrative processes.

This role is critical for providing operational excellence and will directly manage a small, dedicated team.

Reporting To: [ CEO or Director]

Location Base: [Mumbai]

Team Size to Manage: 2 - 5 people

Key Responsibilities

1. General Administration and Office Management (Admin Head/Office Admin)

• Oversee daily office operations, ensuring an efficient, safe, and productive work environment.
• Manage procurement of office supplies, equipment, and services, ensuring cost-effectiveness and quality.
• Handle vendor management, contract negotiation, and maintenance schedules for all office infrastructure and utilities.
• Develop and implement administrative policies and procedures across all properties.

2. Real Estate and Property Management

• Property Portfolio Management: Take full ownership of managing and maintaining multiple residential and commercial properties located in Mumbai, Pune, and Goa.
• Maintenance and Repair: Plan, supervise, and execute all property maintenance, repair, and renovation projects.
• Compliance: Ensure all properties adhere to local regulations, licensing, and safety standards (e.g., property tax, utility payments, permits).
• Tenant/Lease Management: Oversee any property leasing activities, including lease administration, tenant relations, and rental collection (if applicable).

3. Human Resources Administration (HR Admin)

• Act as the primary administrative support for HR functions.
• Manage and maintain employee records, attendance, and leave management systems.
• Coordinate on-boarding/off-boarding logistics and process documentation.
• Liaise with external consultants for payroll processing and statutory compliance documentation.
• Handle administrative aspects of employee grievance resolution.

4. Security and Compliance Management

• Security Oversight: Develop and enforce robust security protocols and procedures for all properties and offices.
• Police/Legal Coordination: Act as the primary liaison with local law enforcement, security agencies, and relevant government/police authorities for any security, compliance, or incident resolution matters.
• Manage and train security personnel (internal or outsourced).
• Ensure emergency preparedness, including fire safety, first aid, and disaster response planning.

5. Team Leadership and Management

• Lead, mentor, and manage a small team of 2-5 administrative and support staff.
• Assign tasks, monitor performance, and ensure effective collaboration within the team and across departments.
• Foster a positive and results-oriented work culture.

Candidate Profile

Required Experience and Skills

• Years of Experience: A minimum of [ 10+] years of progressive experience in Administration, Office Management, and/or Property Management.
• Multi-Property Experience: Essential experience in managing and maintaining multiple properties/locations, particularly across Mumbai, Pune, and Goa.
• Leadership: Proven experience in successfully leading and managing a small administrative and support team.
• Administrative Expertise: Strong background in general administration, vendor management, procurement, and HR admin support.
• Compliance: Excellent understanding of security protocols and local regulatory compliance for real estate and business operations.
• Communication: Exceptional communication, negotiation, and interpersonal skills.
• Travel: Willingness to travel frequently between the Mumbai, Pune, and Goa properties as required.

Compensation

The annual compensation for this role is competitive and commensurate with experience, targeted around INR 30,00,000 (Thirty Lakhs) per annum, plus benefits.