Administration Executive

Position Summary:

The Administration Executive will be responsible for ensuring smooth day-to-day functioning of the R&D's & Corporate administrative activities. This role requires coordination across housekeeping, employee services, security, transportation, canteen, stores, and materials management. The incumbent will also support management in local government liaison, petty cash handling, and property-related matters, while ensuring compliance, cost-effectiveness, and efficiency in administrative operations.

Key Responsibilities:

1. General Administration

Coordinate and oversee day-to-day administrative operations across the office and facility.

Manage housekeeping services to ensure cleanliness, hygiene, and upkeep of premises.

Supervise security arrangements, visitor management, and access control systems.

Oversee employee transportation, vehicle scheduling, and related logistics.

Manage canteen services, ensuring quality, hygiene, and timely availability.

2. Attendance & Workforce Management

Monitor employee attendance and leave records in coordination with HR.

Coordinate with contractual/labor workforce and ensure smooth deployment.

3. Materials & Stores Management

Handle inward/outward movement of materials, maintain stock registers and records.

Issue and track materials as per department requests.

Manage housekeeping and office inventory, place timely orders, and track consumption.

4. Finance & Cash Handling

Maintain and reconcile petty cash for day-to-day expenses.

Process administrative bills, vendor invoices, and ensure timely payment coordination.

Handle local purchases and vendor coordination for urgent requirements.

5. Liaison & Compliance

Liaise with local government bodies, civic authorities, and statutory agencies as required.

Ensure compliance with local administrative, property, and facility-related regulations.

6. Property & Management Support

Assist Top management with property-related documentation, coordination, and support activities.

Provide timely reports and updates on administrative operations to higher management.

7. Vendor & Contract Management

Coordinate with external vendors and service providers for housekeeping, security, canteen and transport.

Ensure service quality and monitor contract compliance.

8. Other Administrative Jobs

Take care of vast R&D land and allied issues, asset management and gather local information. Periodic scrap disposals and assisting R&D Managers for miscellaneous jobs as assigned time to time.

9. Reporting & Documentation

Maintain accurate records of materials, bills, invoices, and administrative expenses.

Prepare MIS reports on housekeeping, transport, security, and administrative costs.

Skills & Competencies:,

• Strong organizational and coordination skills

• Knowledge of facility and vendor management

• Ability to manage cash and financial documentation responsibly

• Good interpersonal and communication skills for employee and vendor interaction

• Basic knowledge of statutory and compliance requirements related to admin functions