Admin Head – Real Estate Full Time NEW

The Admin Head will be responsible for end-to-end administration leadership across Roswalt Group, including the Head Office, all regional offices, sales sites, and associated facilities. The role demands strong operational control, cost discipline, service excellence, and process governance across all admin-managed functions.

This position requires a leader who can build scalable systems, enforce SOP-driven execution, manage large vendor ecosystems, and ensure seamless readiness across all locations at all times.

Reporting Structure

Reports To: Chairperson

Works Closely With: HR, Construction, Sales, Projects, Procurement, Finance

Team Handling: Admin team, facility management (Eternia), housekeeping, pantry, security, and support staff across locations

Key Responsibilities1. Corporate Administration Management

• Ensure smooth functioning of Head Office and all branch offices

• Standardize administration practices, service levels, and workplace upkeep

• Monitor office infrastructure, utilities, assets, and employee support systems

• Ensure readiness for leadership visits, meetings, audits, and events

• Drive timely closure of all admin-related issues across locations

2. Sales Site Administration

• Oversee administration of all project sales sites and offices

• Ensure complete site readiness including furniture, utilities, branding, housekeeping, and security

• Maintain structured checklists for site operations and service standards

• Conduct surprise visits to monitor discipline, presentation, and readiness

• Track and close all observations with accountability

3. Vendor Management

• Manage all vendors including housekeeping, security, maintenance, pantry, and AMC providers

• Maintain centralized vendor database, contracts, and performance records

• Evaluate vendors on cost, quality, responsiveness, and compliance

• Ensure adherence to service standards and contractual terms

• Initiate corrective actions and vendor replacements where required

4. Budgeting & Cost Control

• Prepare and manage annual, quarterly, and monthly admin budgets

• Track actual vs planned expenses across all cost heads

• Drive cost optimization without impacting service quality

• Conduct weekly Nidhi Niyantran reviews every Tuesday

• Identify cost leakages and implement savings initiatives

• Coordinate with Finance for approvals and budget tracking

5. Facility Management (Eternia Department)

• Lead and supervise the Eternia facility management function

• Ensure maintenance, cleanliness, equipment uptime, and service continuity

• Implement preventive maintenance schedules and inspections

• Track and close facility complaints within defined timelines

• Ensure structured reporting, dashboards, and issue tracking

6. SOP Development & Process Governance

• Develop and implement SOPs for all admin functions

• Standardize processes for housekeeping, pantry, security, visitor management, and assets

• Ensure training, compliance, and periodic review of SOPs

• Conduct audits using structured checklists and formats

• Maintain documentation and version control

7. Team Management & Training

• Lead and manage admin teams across multiple locations

• Conduct regular reviews, performance discussions, and planning meetings

• Train staff on service standards, discipline, grooming, and role clarity

• Ensure capability building and readiness of all deployed personnel

• Drive a culture of ownership, responsiveness, and accountability

8. Workplace Etiquette & Service Standards

• Maintain high standards of professionalism and workplace conduct

• Ensure proper grooming, punctuality, and behavior of support staff

• Set benchmarks for hospitality, guest handling, and office presentation

• Address and correct any behavioral or service-related gaps

9. Audits, Compliance & Surprise Visits

• Conduct regular and surprise audits across offices and sites

• Evaluate cleanliness, stock levels, vendor performance, and staff conduct

• Prepare detailed audit reports and track corrective actions

• Ensure timely closure and escalate repeated non-compliance

10. New Site Launch Administration

• Manage complete admin scope for new project launches

• Ensure readiness from Bhoomi Poojan to launch execution

• Coordinate event setup, hospitality, utilities, and staff deployment

• Prepare checklists, contingency plans, and vendor coordination

• Conduct post-launch reviews and improvements

11. Coordination with Construction Team

• Work closely with Construction for site readiness and requirements

• Ensure timely arrangements for infrastructure, utilities, and resources

• Support setup of site offices, experience centers, and temporary structures

• Follow up on civil, electrical, and maintenance requirements

12. Asset & Inventory Management

• Maintain records of assets, consumables, and inventory across locations

• Implement stock controls, reorder levels, and usage tracking

• Conduct periodic audits and prevent wastage or pilferage

• Ensure proper disposal or reallocation of unused assets

13. Meeting & Event Management

• Ensure readiness of meeting rooms and common areas at all times

• Support leadership meetings, reviews, and client interactions

• Coordinate admin support for events and employee engagements

14. Documentation & MIS

• Maintain detailed reports on admin operations, budgets, and audits

• Track open issues with ownership and closure timelines

• Maintain records of contracts, AMCs, licenses, and approvals

• Submit regular MIS and dashboards to management

Key Deliverables

• 100% readiness across all offices and sales sites

• Weekly Nidhi Niyantran reviews with cost control tracking

• SOP implementation across all admin functions

• Strong vendor governance and cost optimization

• Effective facility management through Eternia

• Timely audit completion and issue resolution

• Seamless execution of new site launches

Key Performance Indicators (KPIs)

• Audit scores across locations

• Budget adherence vs plan

• Vendor performance and complaint closure rate

• Training completion and team efficiency

• Facility complaint resolution time

• SOP implementation and compliance levels

• Reduction in wastage and unplanned expenses

Skills & Competencies

• Strong leadership and team management skills

• Expertise in multi-location administration and facility management

• High ownership, execution focus, and attention to detail

• Strong vendor management and negotiation skills

• Process-driven mindset with ability to enforce discipline

• Excellent coordination, communication, and problem-solving ability