Regional admin lead - south & west

V-Guard · Kochi, India

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.