The Chief Administrative Officer (CAO) is responsible for the efficient, compliant, and cost-effective running of an organization's administrative, facilities, procurement, and corporate support functions. This role acts as the operational backbone of the company, ensuring that offices, plants, and branch locations are well-run, adequately resourced, secure, and compliant with all statutory and regulatory requirements. The CAO partners closely with the CEO, COO, and CFO to drive administrative efficiency, vendor and contract governance, workplace safety, and corporate services excellence, enabling core business functions to operate smoothly and scale effectively.
Responsibilities
Define and execute the organization
Serve as a key member of the executive leadership team, advising the CEO on infrastructure, facilities, and administrative resourcing decisions
Establish policies, SOPs, and service standards across administration, facilities, travel, procurement, and corporate support functions
Drive standardisation and process improvement across all office, plant, and branch locations
Oversee the setup, maintenance, and upkeep of all corporate offices, project sites, and branch locations, ensuring a safe, productive, and well-maintained work environment
Manage lease negotiations, renewals, and facility expansion or relocation projects in coordination with legal and finance teams
Ensure robust health, safety, and security protocols are implemented and monitored across all facilities
Oversee housekeeping, cafeteria, security, and other soft-services vendors to maintain service quality within budget
Own the non-technical procurement strategy, including office supplies, facility services, travel, and administrative vendor contracts
Establish vendor empanelment, evaluation, and performance-review processes to ensure cost efficiency and service quality
Negotiate contracts and service-level agreements (SLAs) with vendors, ensuring favourable commercial terms and risk mitigation
Drive cost optimisation initiatives across administrative spend without compromising service standards
Oversee corporate travel policy and booking operations, ensuring cost-effective and employee-friendly travel arrangements
Lead planning and execution of company events, offsites, Board meetings logistics, and leadership visits
Ensure smooth onboarding logistics (workstations, ID cards, access, seating) in coordination with HR and IT
Manage employee transport, cafeteria, and other administrative welfare services where applicable
Ensure all administrative functions comply with local municipal, labour, fire, safety, and environmental regulations across all locations
Maintain statutory licenses, registrations, and renewals (trade licenses, fire NOCs, pollution clearances, etc.) in coordination with legal counsel
Millions of jobs, with real people getting hired every day
200,000+
New jobs added daily
7,000,000+
Verified job listings
1,000,000+
Tailored applications submitted
Implement business continuity and disaster recovery plans for facilities and administrative operations
Support internal and statutory audits by ensuring administrative records, contracts, and approvals are well-documented and audit-ready
Coordinate with IT teams to ensure office infrastructure (network, hardware, telephony) supports business operations effectively
Oversee digitisation of administrative processes, including procurement, facility requests, and vendor management systems
Ensure data security and access-control protocols are followed for physical premises and administrative systems
Own the annual administrative and facilities budget, tracking spend against plan and identifying cost-saving opportunities
Provide regular MIS on administrative costs, vendor performance, and facility utilisation to the CEO and CFO
Evaluate build-vs-lease and outsource-vs-in-house decisions for facilities and administrative services
Build, mentor, and lead a high-performing administration, facilities, and procurement team
Define clear roles, KPIs, and service standards for the administrative function, fostering accountability and responsiveness
Champion a culture of service excellence, safety, and cost-consciousness across all support functions
Requirements
Graduate/Postgraduate degree in Business Administration, Facilities Management, Operations, or a related field; an MBA is preferred
15+ years of progressive experience in administration, facilities, or corporate services, with at least 5 years in a senior leadership role overseeing multi-location operations
Prior experience in renewable energy, infrastructure, manufacturing, or technology/IT sectors with multi-site facilities is highly preferred
Demonstrated track record of managing large-scale facility setups, vendor contracts, and administrative cost optimisation
Working knowledge of labour laws, municipal/fire/safety regulations, contract law fundamentals, and statutory compliance requirements relevant to facilities and administration
Strong operational and organisational skills, with the ability to manage multiple sites and priorities simultaneously
Excellent vendor negotiation and contract management capabilities
Sound judgement on risk, safety, and compliance matters affecting people and property
Strong leadership and cross-functional collaboration skills, working closely with HR, Finance, Legal, and Operations
Cost-conscious mindset with a strong focus on service quality and employee experience
Proficiency with facility and procurement management systems, along with strong MS Office/ERP skills
Calm, solutions-oriented approach in handling emergencies, escalations, and facility-related crises
