Regional Admin Lead – South & West

Location: Ernākulam

ROLE PURPOSE
To lead and manage all administrative operations across South and West regions, covering branches, plants, warehouses, offices, and other company sites. The role ensures smooth on-ground execution of centrally governed processes (security, compliance, waste management, lease, travel, cabs, billing/PO, etc.), standardization of admin practices, and consistent service delivery across all locations.
The position acts as the key coordination bridge between the regional sites and Central Admin Teams, ensuring operational discipline, policy adherence, and a high-quality workplace experience.

ROLES AND RESPONSIBILITIES:

Regional Operations Across Sites
Oversee day-to-day admin and facility operations across all South & West region sites
Ensure end-to-end facility readiness including housekeeping, maintenance, pantry, reception, seating, utilities, asset upkeep, and infrastructure health
Conduct periodic audits for hygiene, safety, compliance, and adherence to facility standards across varied formats such as plants, warehouses, and offices
Ensure timely issue resolution and support for all employees across regional sites
Security Management
Implement security guidelines across branches, plants, and warehouses
Coordinate guard deployment, incident reporting, visitor and vehicle governance, and security audits
Compliance & Statutory Adherence
Ensure all sites meet admin, safety, and statutory norms as per central HSE and Compliance guidelines
Maintain documentation, support inspections, and drive closure of compliance gaps
Waste Management & ESG Requirements
Ensure compliance to waste disposal, recycling, and sustainability practices across all sites
Submit ESG-related data required by central teams
Travel & Hotel Management
Ensure employees across the region follow travel and accommodation policies
Act as the regional escalation point for travel issues with the central travel desk
Cab & Transport Management
Implement transport policies and ensure safety norms for employee movement
Support shift operations and logistics, especially in plants and warehouses
Lease & Property Coordination
Support central real estate teams with landlord coordination, inspections, expansions, and renewals
Ensure regional site usage adheres to lease terms
Lease & Property Coordination
Coordinate with central procurement and admin finance for PO creation, invoice verification, and cost tracking
Ensure timely documentation and closure of all admin-related financial processes
Vendor Coordination & Service Quality
Monitor performance of vendors servicing regional sites including FM agencies, security agencies, transport vendors, and housekeeping partners
Conduct SLA reviews and escalate issues to central vendor management teams
Ensure vendor compliance with SOPs across all locations
Budget Monitoring & Cost Control
Manage regional administrative spends within approved budgets
Track consumption, highlight variances, and support central budgeting with data for all South & West sites
Drive region-specific cost optimization initiatives
Reporting, Governance & Coordination with Central Teams
Serve as the primary regional liaison for central functions including Security, HSE and Compliance, Travel, Finance, Sustainability, Transport, Real Estate, and Procurement
Publish monthly dashboards on facilities, compliance status, vendor performance, incidents, and improvement plans for South & West
Drive closure of audit points across all sites

INDICATIVE KEY PERFORMANCE INDICATORS
Facility readiness and operational uptime across all South & West sites
SLA adherence of vendors including FM, security, transport, housekeeping, and support services
Compliance audit scores and closure time for statutory, safety, and admin-related gaps
Budget adherence for regional administrative spend and achievement of cost optimization targets
Timeliness and accuracy of billing, PO processing, and vendor documentation

DESIRED PROFILES
7+ years of experience in administration or facility management with multi-site, multi-region responsibility
Strong experience managing admin operations across plants, warehouses, and branch environments
Demonstrated experience coordinating with centrally governed functions and driving on-ground implementation
Proven ability in vendor governance, contract compliance, and SLA management
Strong understanding of statutory requirements, safety norms, and audit processes
Experience managing budgets, cost optimization, and documentation rigor
People leadership experience with the ability to manage distributed teams.