Admin & Facility

Job Title: Manager Admin & Facility
Location: Expeditor, Sholavaram / Polivakkam Department: Warehouse Operations Reporting To: Senior Manager – Logistics Type: Full Time – Onsite

Job Purpose:
To ensure seamless management of administrative, facility, infrastructure, statutory, compliance, and safety functions within the warehouse and office environment, supporting operational efficiency and regulatory readiness.

Key Responsibilities:

Documentation & Record Maintenance

• Maintain organization chart, yearly training calendar, training attendance & records.
• Update and preserve attendance sheets, manpower cost sheets, and petty cash details.
• Ensure proper handover of monthly provision details and maintain vendor list with contact details.
• Maintain audit trail for audit records (OPA / GDP / ISO) and other regulatory inspections.

Facility & Infrastructure Management

• Supervise upkeep of mezzanine layouts, unit-wise layouts, emergency exits, stability certificates, and warehouse infrastructure.
• Maintain and display CCTV and IAS layouts as per compliance.
• Oversee calibration records, including temperature and equipment calibration logs.

Compliance & Regulatory Coordination

• Ensure validity and records of Labour License, Fire NOC, Trade License, Shop & Establishment, Property Tax, LL NOC, Pollution Certificates, DG Stack Emission, and DFLT Records.
• Manage UDS SOW / TEMP Labour SOW / GDP SOW, and compliance certificates.
• Track and archive MHE driver licenses, testing certificates, and training logs.
• Ensure records of mock drill reports, evacuation drills, and first aid/fire safety certificates.

Asset & Equipment Handling

• Ensure functionality and servicing of MHE (Material Handling Equipment), CCTV & surveillance systems, and emergency infrastructure (fire extinguishers, alarms, exits).
• Schedule equipment calibrations and maintain stability & layout drawings.

Finance & Commercial Support

• Oversee petty cash records, monthly provisions, invoice tracking, manpower cost sheets, expense control, and vendor management.
• Coordinate follow-up with UDS and EI on invoicing, compliance, and service support.

Pest Control & Safety Compliance

• Maintain pest control records including layouts, log sheets, and MoUs with vendors.
• Ensure safety preparedness through mock drills, evacuation drills, and BCP compliance.

Legal & Property Management

• Coordinate lease and landlord agreements, NOC follow-ups, and land document renewals.

Audit Readiness & Snag Closure

• Prepare and present documentation for internal and external audits (ISO, GDP, Safety).

Qualification: Any Degree / Diploma / BE
Experience: 10–15 years in Admin & Facility / Service Industries Age Limit: 35–45 years