Lead Administrative Officer

7-9 years

Not Disclosed

India

10 Sept. 24, 2025

Job Description

Job Type: Full Time Education: B.Sc/M.Sc/M.Pharma/B.Pharma/Life Sciences Skills: Causality Assessment, Clinical SAS Programming, Communication Skills, CPC Certified, GCP guidelines, ICD-10 CM Codes, CPT-Codes, HCPCS Codes, ICD-10 CM, CPT, HCPCS Coding, ICH guidelines, ICSR Case Processing, Interpersonal Skill, Labelling Assessment, MedDRA Coding, Medical Billing, Medical Coding, Medical Terminology, Narrative Writing, Research & Development, Technical Skill, Triage of ICSRs, WHO DD Coding

Job Title: Lead Administrative Officer

Req ID: 1707
Location: India
Posted On: Tuesday, September 2, 2025

Job Purpose

The Lead Administrative Officer ensures smooth and efficient office operations by managing facilities, housekeeping, security, vendors, assets, inventory, and employee support processes. This role enhances the employee experience, maintains a safe and organized workplace, and optimizes operational costs.

Duties & Responsibilities

Facility & Infrastructure Management

Ensure cleanliness, safety, and maintenance of office premises through regular inspections.
Coordinate preventive and breakdown maintenance for HVAC, electrical systems, plumbing, and other infrastructure.
Oversee pest control, waste management, fire safety, and emergency preparedness.
Manage office space planning, seating arrangements, and internal moves.
Maintain AMC contracts and monitor vendor performance.

Housekeeping & Security

Manage daily housekeeping operations via vendors, including scheduling and task assignment.
Conduct hygiene audits to ensure compliance with organizational standards.
Supervise security personnel, including entry/exit protocols, visitor logs, CCTV monitoring, and access control.
Coordinate with building management for common area maintenance and escalations.

Vendor Management

Identify, evaluate, and empanel vendors for services such as housekeeping, security, courier, pantry, printing, and pest control.
Negotiate and finalize service contracts and SLAs.
Monitor vendor deliverables and address service gaps.
Track contract renewals and documentation compliance.

Procurement & Asset Management

Raise purchase requests, compare quotations, and finalize procurement of office supplies.
Maintain procurement and payment trackers.
Maintain and update a central asset register (non-IT assets).
Manage asset tagging, distribution, return processes, and regular verification.
Prepare workstation setups, access cards, lockers, and welcome kits for new joiners.
Ensure collection of assets and access deactivation during employee exits.

Reception & Inventory Management

Supervise reception/front desk operations for visitor handling, couriers, and correspondence.
Monitor office stationery, pantry supplies, and housekeeping consumables.
Maintain inventory records, reconcile physical stock with records, and manage stockroom.
Maintain organized files and documentation for contracts, vendor bills, licenses, etc.

Events & Logistics

Plan and coordinate logistics for internal events, meetings, celebrations, and training sessions.
Liaise with vendors for gifts, printing, branding, and transport during events.
Prepare and manage cab rosters, monitor cab usage, and ensure timely service for employees, including night shifts.
Address transport-related queries and manage ad-hoc cab requests.
Coordinate with transport vendors for vehicle availability, scheduling, maintenance, insurance, and PUC compliance.
Track driver deployment and implement safety guidelines for night shifts.
Validate and process transport vendor invoices with supporting documentation.

Compliance & Confidentiality

Use, protect, and disclose patient-related or sensitive information (PHI) in compliance with HIPAA standards.
Understand and comply with Information Security and HIPAA policies.
Limit viewing of PHI to the minimum necessary for performing duties.

Qualifications

Bachelor’s degree in Mechanical/Electrical Engineering, Business Administration, Facility Management, Hospitality, or related field preferred.
Diploma or certification in Facility Management, Office Administration, or related domain is an advantage.
7–9 years of relevant experience.
Proficiency in Microsoft Office Suite.
Strong interpersonal, communication, problem-solving, and decision-making skills.
High integrity, dependability, results-oriented, with a sense of urgency.
Excellent written and verbal communication skills.
Gracious and welcoming personality for customer service interactions.

Working Conditions

Office-based, with regular movement across floors and facility areas.
Standard business hours (general shift), with flexibility for urgent issues, vendor coordination, or after-hours events.
Physical Demands: Occasional movement, sitting, manual tasks, operating office equipment, extending arms, kneeling, talking, hearing.
Mental Demands: Ability to follow directions, collaborate, and handle stress.
Work Environment: Typically minimal noise levels.

Equal Opportunity Statement

Med-Metrix is an Equal Opportunity Employer. Discrimination based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information, political affiliation, military service, veteran status, or any other protected characteristic under applicable law is prohibited.

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Lead Administrative Officer

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