Chief Manager - Administration & Facilities
Piramal Pharma Ltd · Mumbai, Maharashtra, India
- On site
- Full-time
- $150,000 / year
- Mumbai, Maharashtra, India
Job highlights
- Lead administration and facilities operations.
- Manage office, facilities, safety, security.
- Oversee vendors, contracts, and travel.
- Drive policy, budget, cost optimization.
- Ensure compliance, sustainability, and safety.
About the role
Chief Manager - Administration & Facilities
The incumbent is responsible for leading end-to-end administration and facilities operations to ensure efficient, compliant, and high-quality workplace management across locations. The role encompasses office operations, facilities management, safety and security oversight, vendor and contract governance, travel and support services, and employee experience delivery. The incumbent will drive policy implementation, budget management, cost optimization, and process standardization, while leveraging automation and data-driven insights to enhance operational efficiency. The role also includes accountability for sustainability initiatives, regulatory compliance, and maintaining a safe, secure, and productive work environment.
Key Stakeholders
Internal: Functional Heads, Shared Services, Corporate Finance, Internal Auditors, Peers from other businesses
External: Service providers, Statutory authorities
Reporting Structure
This position will report to the Associate Vice President – HR & Administration
Qualifications
Master’s degree in Business Administration, Facilities Management, or a related field.
Experience
Minimum of 12 years of experience in office administration and facilities management.
Skills And Competencies
- Strong understanding of facilities management, workplace services, travel operations, and admin governance
- Expertise in budgeting, cost control, and financial discipline
- Knowledge of statutory compliance, EHS standards, and security frameworks
- Ability to drive process standardization, SLA-based service delivery, and continuous improvement
- Strong capability in space planning and infrastructure optimization
- Exposure to automation tools (helpdesk systems, workflow tools, visitor/asset management)
- Ability to leverage data, MIS, and dashboards for decision-making and performance tracking
- Excellent stakeholder management with ability to influence senior leadership
- Proactive, Structured problem-solving and decision-making approach
- Commitment to sustainability, ESG practices, and responsible workplace management
Key Responsibilities
Office & Administration Management
Oversee end-to-end office operations to ensure seamless functioning, high service standards, and alignment with organizational policies. Drive standardization, process efficiency, and service excellence across locations.
Facilities Management
Ensure a safe, compliant, and productive work environment across all offices and sites. Manage preventive and breakdown maintenance, utilities, and infrastructure lifecycle. Oversee company-leased/owned assets including vehicles and workforce deployed for facility services. Administer and optimize guest house operations across locations with defined service standards.
Travel & Helpdesk Management
Establish and manage a centralized travel helpdesk for domestic and international travel. Ensure cost-effective travel planning, policy adherence, and seamless employee experience. Drive SLAs for query resolution, ticketing, accommodation, and travel support services. Leverage data insights to optimize travel spend and vendor utilization.
Security Management
Implement robust physical security frameworks across locations. Ensure effective deployment of security personnel, systems (CCTV, access control), and protocols. Safeguard employees, visitors, and organizational assets through proactive risk management.
Vendor & Contract Management
Develop and manage strategic partnerships with vendors and service providers. Drive competitive sourcing, contract negotiations, and performance governance through SLAs/KPIs. Ensure service quality, compliance, and continuous cost optimization.
Budgeting & Cost Optimization
Prepare and manage annual budgets for administration, facilities, and travel. Track and control expenses against approved budgets with strong financial discipline. Identify and implement cost optimization initiatives without compromising service quality. Drive data-led decision-making for spend efficiency.
Automation & Process Excellence
Identify and implement automation opportunities across admin and facilities processes (e.g., helpdesk, asset tracking, visitor management, travel workflows). Drive digitization, system integration, and reduction of manual dependencies. Establish dashboards and MIS for real-time monitoring and decision-making.
Health, Safety & Compliance
Ensure adherence to all statutory, environmental, and occupational health & safety requirements. Develop and operationalize emergency response plans, audits, and mock drills. Drive a culture of safety and compliance across all locations.
Space Planning & Infrastructure Optimization
Plan and optimize workspace utilization aligned to business needs and future growth. Lead office layout planning, moves, expansions, and consolidation initiatives. Drive efficient utilization of infrastructure and real estate.
Employee Support Services
Oversee front-office operations, events, mailroom, and office supplies management. Ensure consistent, high-quality employee experience through well-defined service standards and SLAs.
Sustainability & ESG Initiatives
Drive sustainability initiatives including energy efficiency, waste management, and resource optimization. Align office operations with organizational ESG goals and regulatory expectations.
Policy, Governance & Controls
Develop, update, and enforce policies related to administration, travel, facilities, and security. Ensure strong governance, audit readiness, and adherence across all locations.
Key skills/competency
- Facilities Management
- Administration
- Vendor Management
- Budget Management
- Cost Optimization
- Process Standardization
- Stakeholder Management
- EHS Compliance
- Automation Tools
- ESG Initiatives
Skills & topics
- Chief Manager
- Administration
- Facilities Management
- Operations Management
- Vendor Management
- Budgeting
- Cost Control
- Process Improvement
- Compliance
- ESG
How to get hired
- Tailor your resume: Highlight 12+ years of experience in administration and facilities management, emphasizing budget control and process standardization.
- Showcase leadership: Detail your experience in managing teams, stakeholders, and strategic vendor partnerships in your application.
- Address core competencies: Explicitly mention your expertise in facilities management, EHS, automation tools, and ESG initiatives.
- Prepare for interviews: Be ready to discuss your approach to cost optimization, policy implementation, and ensuring a safe work environment.
- Research Piramal: Understand their commitment to sustainability and their organizational values to align your responses.
Technical preparation
Behavioral questions
Frequently asked questions
- What is the primary focus of the Chief Manager - Administration & Facilities role at Piramal Pharma Ltd?
- The Chief Manager - Administration & Facilities at Piramal Pharma Ltd is responsible for overseeing all aspects of end-to-end administration and facilities operations, ensuring efficiency, compliance, and a high-quality workplace experience across all company locations.
- What qualifications and experience are required for the Chief Manager position?
- A Master’s degree in Business Administration, Facilities Management, or a related field is required, along with a minimum of 12 years of experience in office administration and facilities management.
- What are the key responsibilities beyond general office management?
- Key responsibilities include facilities management, safety and security oversight, vendor and contract governance, travel and support services, employee experience, sustainability initiatives, regulatory compliance, and maintaining a productive work environment.
- How does Piramal Pharma Ltd approach cost optimization in this role?
- Piramal Pharma Ltd expects the Chief Manager to prepare and manage annual budgets, track expenses, identify cost-saving initiatives without compromising quality, and leverage data-driven decision-making for spend efficiency.
- What role do automation and technology play in this Chief Manager position?
- The role involves identifying and implementing automation opportunities across administrative and facilities processes, such as helpdesk systems, asset tracking, visitor management, and travel workflows, to enhance efficiency and reduce manual dependencies.
- What is the reporting structure for the Chief Manager - Administration & Facilities?
- The Chief Manager - Administration & Facilities reports directly to the Associate Vice President – HR & Administration.
- Does Piramal Pharma Ltd emphasize sustainability and ESG in this role?
- Yes, a commitment to sustainability, ESG practices, and responsible workplace management is a key competency, and the role includes driving initiatives for energy efficiency, waste management, and resource optimization.
- What kind of vendor and contract management is involved?
- The role involves developing strategic partnerships with vendors, driving competitive sourcing, negotiating contracts, and managing performance through SLAs/KPIs to ensure service quality, compliance, and cost optimization.