Admin Lead

About the job

Get to know us better

We are Gera Developments Private Limited (GDPL), a brand known by our five-decade history as one of the pioneers in the Real Estate business in Pune. Innovation, transparency, and enhanced customer experience is how we have created award-winning, premium residential and commercial projects in Pune, Goa, Bengaluru, and California. We live and work by “Let’s Outdo”, a philosophy that defines everything we do to raise the standards of Real Estate in the country.

There are many ‘firsts’ that stand to our credit. Way back in 2004, we introduced India’s first 5-year Warranty on Real Estate, that RERA mandated only in 2017. We then introduced India’s first and only 7-year warranty in Real Estate. In 2014, we designed and launched the award-winning ChildCentric® Homes, which revolutionised the Real Estate sector for both, the developer, and the home buyer. IntelliplexesTM, SkyVillasTM, and The Imperium series are our other highly successful product lines. In our 50th Year, we launched yet another first-of-its-kind industry initiative—Gera’s Home Equity Power—a means to provide financial flexibility to customers to meet financial emergencies.

How the world sees us

It has been an honour to be recognised as an innovative business leader, and an employer to build a career with by some of the best talent in the country.

We’re the only Real Estate company to be recognised in the top 10 mid-size organisations six times in a row by the Great Places to Work® Institute, and we continue to feature amongst the Top 50 Great Mid-Size WorkplacesTM 2024 in India. In 2024, we have also been proudly recognised as one of India’s Best WorkplacesTM in Real Estate, and India’s Best WorkplacesTM in Building a Culture of Innovation for All. As we raise the bar on service orientation, product innovation, real estate marketing, and brand building, we are consciously creating a workplace where our employees achieve new heights in their areas of expertise.

Our people-forward culture

How did we achieve this? By cheering for our outdoers. We care about our people, and invest in their success. We cultivate a culture of innovation, inclusiveness, high growth and rewards, inspiring our employees to challenge themselves, and besting their own past performance to achieve their professional goals and their self-development objectives.

Role Purpose

To lead and manage the Administration function by ensuring efficient office operations, facility management, vendor governance, travel administration, workplace experience, statutory compliance, cost optimization, employee engagement, and continuous process improvement across corporate offices and project sites.

Office Administration & Facilities

• Manage end-to-end office administration across all corporate offices and project sites.
• Ensure smooth functioning of office infrastructure, utilities and support services.
• Drive adherence to administration SOPs and service standards.
• Monitor administration service levels and ensure timely closure of requests within defined SLAs.
• Maintain office assets, administration records and documentation.
• Standardize administration processes across locations.

Facility Management

• Oversee housekeeping, security, pantry, reception and office support services.
• Ensure workplace hygiene, cleanliness and office upkeep.
• Manage preventive and corrective maintenance of office infrastructure and equipment.
• Ensure high availability of critical infrastructure including HVAC, DG sets, lifts and access control systems.
• Conduct periodic facility inspections and workplace audits.

Vendor & Contract Management

• Identify, onboard and manage administration vendors and service partners.
• Negotiate commercial terms and service agreements.
• Manage vendor contracts and AMCs, ensuring timely renewals.
• Monitor vendor performance against defined SLAs.
• Drive cost optimization through effective vendor negotiations and contract management.
• Ensure vendor billing processed in timely manner to ensure contractual staff salaries paid on time.

Travel & Logistics Management

• Manage domestic and international travel arrangements.
• Coordinate flights, accommodation, local transport and travel logistics.
• Ensure compliance with the company travel policy.
• Monitor travel costs and recommend savings opportunities.
• Deliver a seamless travel experience with minimal last-minute escalations.

Budget & Cost Management

• Prepare, manage and monitor the annual administration and engagement budget.
• Track monthly administration expenditure against budget.
• Conduct variance analysis and recommend corrective actions.
• Identify cost optimization opportunities.
• Maintain budget forecasts and financial reports.

Vendor Billing & Finance Coordination

• Verify and process vendor invoices within defined timelines.
• Coordinate with Finance for timely payments.
• Resolve invoice discrepancies.
• Maintain billing records and audit documentation.

Third-Party Manpower Management

• Manage deployment of outsourced manpower including housekeeping, security, drivers and facility staff.
• Monitor manpower utilization and optimize deployment.
• Ensure contractor statutory and contractual compliance.
• Verify contractor documentation, attendance and compliance records.
• Drive manpower cost optimization without compromising service quality.

Compliance & Risk Management

• Ensure compliance with statutory and regulatory requirements related to administration and facilities.
• Coordinate internal and external audits.
• Close audit observations within defined timelines.
• Proactively mitigate operational and compliance risks.

Employee Engagement & Events

• Develop and execute the annual employee engagement calendar in collaboration with HR and business stakeholders.
• Plan, coordinate and execute employee engagement initiatives, celebrations, wellness activities and organizational events across locations.
• Manage end-to-end event logistics, vendor coordination, venue arrangements, communication and on-ground execution.
• Prepare and monitor event budgets while ensuring cost-effective delivery.
• Drive employee participation through effective planning and communication.
• Track participation, engagement metrics and post-event feedback.
• Analyse engagement trends and recommend improvements.
• Maintain the annual engagement calendar, event tracker, budgets and post-event MIS.
• Introduce innovative engagement initiatives that strengthen employee engagement and workplace culture.

SAP SuccessFactors – Travel & Claims Administration

• Manage travel requests and expense claim workflows through SAP SuccessFactors.
• Ensure timely and accurate processing of travel and expense claims.
• Coordinate with employees and Finance for claim closures.
• Maintain system accuracy and generate MIS reports.

Process Improvement & Automation

• Identify opportunities to automate administration processes.
• Simplify workflows to improve turnaround time and service quality.
• Implement technology-enabled solutions.
• Drive continuous improvement initiatives.

Team Leadership

• Lead, coach and develop the Administration team.
• Allocate responsibilities and monitor performance.
• Foster a customer-centric culture.
• Drive capability development.