Head - Infrastructure & Administration
Sigma Infosolutions Ltd.
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. This role is the backbone of the organization's day-to-day operations — ensuring a productive, safe, compliant, and well-maintained work environment for all employees.
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
- 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
- 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)
- Familiarity with HRMS, ITSM, and facility management tools/platforms
- Experience with procurement and contract management systems
- Comfortable with data, dashboards, and MIS reporting
- Office uptime and zero unplanned infrastructure downtime
- Employee satisfaction scores for workplace experience
- Budget adherence and cost savings vs. prior year
- Vendor SLA compliance rates
- Compliance and audit readiness scores
- Timely execution of facility and infra projects
- Team retention and performance scores