Head - Administration - Private Equity Firm

1 week ago

Mumbai, India Wave HR and Advisory Pvt Ltd Full time

Position Overview: The Head - Administration will be responsible for overseeing and managing all administrative functions of the firm including facilities management, office operations, guest house management, vendor coordination, travel and logistics, compliance with administrative policies and ensuring smooth day-to-day operations across offices.This role demands a proactive, organized, and detail-oriented professional capable of handling multiple priorities and managing teams efficiently in a fast-paced investment environment.Key Responsibilities:1. Office & Facilities Management:- Oversee the overall functioning of office administration across all locations.- Ensure a safe, secure and efficient work environment.- Manage office infrastructure, maintenance, utilities and vendor relationships.- Supervise procurement of office supplies, equipment and services with cost optimization in mind.2. Guest House & Hospitality Management:- Manage firm-owned or leased guest houses used by visiting partners, investors, and guests.- Oversee housekeeping, catering, upkeep, and maintenance of guest houses.- Develop and maintain guest management protocols, ensuring comfort, cleanliness and service quality.- Coordinate with hospitality vendors and caretakers to ensure seamless guest experiences.3. Vendor & Contract Management:- Identify, negotiate and manage service providers and suppliers (security, housekeeping, IT, travel, catering, etc.).- Monitor service-level agreements (SLAs) and ensure timely renewal of contracts and licenses.4. Administration & Compliance:- Maintain statutory & regulatory compliance for office administration (fire safety, insurance, leases, etc.).- Ensure compliance with internal policies related to administrative governance.- Handle administrative budgeting, cost optimization, and reporting to management.5. People & Process Management:- Lead and mentor the administration team, ensuring service excellence.- Implement best practices in administrative processes and automation where feasible.- Collaborate with HR, Finance, and Operations teams for seamless coordination.6. Event & Meeting Support:- Coordinate logistics for board meetings, investor events, offsites and internal conferences.- Manage catering, venue bookings and protocol arrangements.Qualifications & Experience:- Graduate / Postgraduate in Business Administration, Facilities Management or related field.- 10-15 years of experience in Administration, preferably in Financial Services/ VC/ PE/ Corporate Offices.- Experience managing multiple facilities, including guest houses or hospitality assets.- Strong vendor management, negotiation and organizational skills.- Proficiency in MS Office and administrative management tools.- Excellent interpersonal, communication and leadership abilities.- Discretion and professionalism when handling confidential matters.- Preferred Ex-Serviceman (Commissioned Officer rank preferred) from Indian Army / Navy / Air Force with a proven record of integrity and leadership. (ref:iimjobs.com)

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