Administration Lead

Designation: TBD (Senior Lead of Administration)

Direct Reports: Regional Admin Managers, Facility Managers, Security Heads, Travel Desk, Vendor Management Team, and Admin Support Staff

Location: Corporate Head Office – Mumbai (Dadar)

Experience: 15+ years of relevant experience, with at least 5+ years in a senior admin leadership role.

Role Summary: The Senior Admin role will be responsible for leading and managing all administrative functions across the organization. This role demands a strategic thinker with a proven track record of overseeing multi-location administrative operations, ensuring operational efficiency, cost optimization, and seamless coordination among subsidiaries.

Key Responsibilities:

A. Strategic Planning & Leadership

• Establish standard operating procedures (SOPs) and admin-related policies across all 25 locations for consistency and efficiency.
• Build, lead, and mentor a centralized admin team and regional admin managers.

B. Facilities & Infrastructure Management

• Oversee management of corporate offices and regional branches across India.
• Ensure timely facility upkeep, AMC management, and vendor compliance.
• Implement cost-effective utilization of office space while ensuring employee comfort and safety.
• Lead workspace planning for future expansions and relocations.

C. Vendor & Contract Management

• Develop a centralized vendor management system for services such as housekeeping, security, transport, and facility maintenance.
• Negotiate pan-India contracts to optimize costs while maintaining service quality.
• Monitor vendor KPIs and ensure SLA adherence.

D. Security & Risk Management

• Design and implement security frameworks across all 25 locations.
• Liaise with local authorities, security agencies, and government departments.
• Establish business continuity plans and emergency response mechanisms. E. Employee Services & Workplace Experience
• Ensure smooth travel, transport, and accommodation arrangements for employees across locations.
• Oversee cafeteria management, recreational facilities, and employee welfare programs.
• Implement a centralized grievance redressal mechanism for administrative issues.

F. Budgeting & Cost Control

• Prepare and manage the administration budget across all offices.
• Monitor expenses, identify cost-saving opportunities, and implement effective cost control measures.
• Present monthly and quarterly admin performance reports to senior management.

G. Compliance & Governance

• Ensure compliance with statutory requirements related to facilities, labor laws, and safety.
• Maintain proper documentation for audits, government inspections, and legal purposes.

Key Skills & Competencies:

• Strategic Leadership: Ability to lead large, multi-location administrative teams.
• Vendor & Contract Expertise: Proven experience in cost negotiations and SLA management.
• Operational Excellence: Strong focus on process standardization and continuous improvement.
• Crisis Management: Adept at handling emergencies, escalations, and conflict resolution.
• Tech-Savvy Administration: Familiarity with ERP systems, facility management tools, and digital dashboards.
• Stakeholder Management: Ability to coordinate with internal leadership, external agencies, and government bodies. Qualifications & Experience

Education:

• MBA / PGDM in Operations, General Management, or related fields (preferred).

Experience:

• 15+ years of relevant experience, with at least 5+ years in a pan-India admin leadership role.
• Prior experience managing multi-location operations across India is mandatory.
• Proven track record of handling large-scale staff bases (10,000+ employees preferred).

About the organization:

BDO is a global network of professional services firms with a presence in over 166 countries, revenue of over USD 14 billion, and experience of over 60 years. It’s a leading service provider for the mid-markets with client service at its heart. BDO India Services Private Limited (or ‘BDO India’) is the India member firm of BDO International.

BDO India offers strategic, operational, accounting and tax, and regulatory advisory & assistance for both domestic and international organizations across a range of industries. BDO India is led by more than 300+ Partners & Directors with a team of over 10,000+ professionals operating across 14 key cities. We expect to grow sizably in the coming 3-5 years, adding various dimensions to our business and multiplying and increasing the current team size multi-fold.