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Head - Infrastructure & Administration

Sigma Infosolutions Ltd.
Ahmedabad, UAE
Full Time
Manager
Onsite
4 weeks ago
Facilities ManagementVendor ManagementContract NegotiationBudget ManagementCompliance ManagementSecurity Management
Free

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Facilities ManagementVendor ManagementContract Negotiation
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Role Overview

  • The Head of Infrastructure & Administration is a senior leadership role responsible for the seamless functioning of all physical, operational, and technology infrastructure across the company's four office locations.
  • The incumbent will drive standardization of processes across sites, manage cross functional admin and infra teams, and act as the primary point of contact for all vendor, facility, and office operations matters.

Key Responsibilities 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 & Experience

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

  • 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
  • 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
  • Proficiency in MS Office Suite (Excel, Word, PowerPoint)

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