Head - Infrastructure & Administration

Role Overview

• Facilities & Office Management

• Oversee daily operations of all 4 office locations including leases, maintenance, housekeeping, and space planning
• Ensure all offices are functional, safe, and compliant with local regulations and company standards
• Plan and execute office expansions, relocations, refurbishments, and fit-outs
• Monitor and optimize space utilization across locations
• Coordinate with landlords/property owners for lease renewals and compliance

• Vendor & Contract Management

• Identify, onboard, and manage vendors for facilities, housekeeping, security, AMC, travel, courier, and other services
• Negotiate contracts to ensure cost-effectiveness, quality of service, and SLA compliance
• Conduct periodic vendor reviews and manage renewals, escalations, and replacements
• Maintain an updated vendor master and contracts repository

• Administration & Support Services

• Manage travel and accommodation for employees across all locations
• Oversee front desk, reception, mailroom, and visitor management
• Coordinate events, offsites, town halls, and internal celebrations across offices
• Manage pantry/cafeteria operations, stationery, and general procurement
• Handle courier, document management, and records administration

• Security & Compliance

• Ensure physical security across all offices — access control, CCTV, security personnel
• Maintain compliance with fire safety norms, emergency exit protocols, and periodic drills
• Track and ensure regulatory compliance for office operations (labor, environment, municipal)
• Prepare and maintain Business Continuity Plans (BCP) for infrastructure scenarios

• Budget & Cost Management

• Prepare and manage the annual admin & infrastructure budget across all locations
• Track expenditures, identify cost-saving opportunities, and report variances to leadership
• Drive cost optimization in areas such as utilities, vendor consolidation, and resource allocation
• Approve invoices, manage POs, and ensure proper documentation for audits

• Team Leadership & Development

• Lead, mentor, and manage admin/infra teams at each of the 4 office locations
• Set KPIs, conduct performance reviews, and build a high-performance operations team
• Foster a culture of proactiveness, accountability, and service excellence
• Develop cross-location SOPs and ensure consistent process adherence
• Stakeholder Management
• Act as a key liaison between business units, HR, Finance, and external agencies
• Collaborate with HR on workspace onboarding, ergonomics, and employee experience initiatives
• Provide regular operational MIS reports and dashboards to leadership
• Represent the company with vendors, government bodies, and building management

Education

• Bachelor's degree in Business Administration, Engineering, Facilities Management, or a related field
• MBA or postgraduate qualification in Operations/Management is a plus

Experience

• 12–18 years of experience in administration and infrastructure management, with at least 5 years in a senior/head role
• Prior experience managing multi-location operations in a technology/software company strongly preferred
• Proven track record of managing large vendor portfolios, facility projects, and cross-functional teams
• Experience in managing IT infrastructure (non-technical but operationally proficient) is essential

Core Skills

• Strong leadership and people management abilities across geographically distributed teams
• Excellent negotiation and vendor management skills
• Proficiency in budget management and financial reporting
• Strong knowledge of facilities management, workplace safety standards, and compliance requirements
• Ability to manage multiple priorities, projects, and stakeholders simultaneously
• Travel accommodation management

Behavioural Competencies

• High ownership mindset with a bias for action and problem-solving
• Excellent communication and interpersonal skills
• Detail-oriented with strong organizational capabilities
• Ability to work under pressure and manage ambiguity in a fast-paced environment
• Collaborative, empathetic leader who can influence without authority

Tools & Technology

• Proficiency in MS Office Suite (Excel, Word, PowerPoint)
• Familiarity with HRMS, ITSM, and facility management tools/platforms
• Experience with procurement and contract management systems
• Comfortable with data, dashboards, and MIS reporting

Key Performance Indicators (KPIs)

• Office uptime and zero unplanned infrastructure downtime
• Employee satisfaction scores for workplace experience
• Budget adherence and cost savings vs. prior year
• Vendor SLA compliance rates
• Compliance and audit readiness scores
• Timely execution of facility and infra projects
• Team retention and performance scores