Administration Officer

Key Responsibilities – Facility Management Department

1. Primary

• Supervise daily in-house office upkeep including cleanliness, maintenance, and timely repairs in coordination with housekeeping staff and vendors.
• Monitor and maintain inventory of office supplies, pantry items, and stationery; ensure timely procurement and replenishment.
• Ensure smooth opening and closing of office premises and adherence to asset security protocols.
• Maintain and update various trackers for operations.
• Prepare Employee evaluation reports

· Prepare payroll/salaries by gathering attendance and leave data accurately and on time.

2. Client Servicing & Contracts

• Prepare, review, and renew client contracts and agreements in coordination with the operations team.
• Generate client quotations, service proposals, and billing documents in alignment with approved pricing strategies.
• Manage billing processes, ensure timely bill preparation, payment follow-ups, and maintain proper records.
• Handle client interactions including calls, emails, queries, and resolution of feedback/complaints.
• Conduct client visits and site inspections whenever necessary to ensure quality of service delivery.
• Maintain detailed documentation of machinery, equipment, and assets deployed across client sites.
• Track and manage client feedback, ensuring timely response and escalations.

Timely Payment Recovery from Clients

· Ensure preparation and submission of client invoices in coordination with accounts.

· Maintain a payment recovery tracker with details of invoice amount, due date, cheque/transfer status, and pending balance.

· Conduct regular follow-ups with clients via calls, emails, and visits to ensure on-time payments.

· Escalate delayed payments to management for necessary action.

· Coordinate with the accounts team to reconcile payments received against invoices.

· Ensure monthly cheque follow-up and recovery schedule is strictly adhered to, minimizing outstanding dues.

·

3. Coordination & Reporting

• Work closely with the Operations Manager for all administrative and operational reporting.
• Facilitate smooth communication between internal teams, site operations staff, and management.
• Coordinate weekly departmental review meetings; prepare agendas, minutes, and follow-up trackers.
• Prepare and submit Monthly Management Reports (MMR) with inputs from operations, HR, and accounts.
• Support planning and execution of internal office events, staff training, and client review meetings.
• Ensure client contract renewal schedules are tracked and completed on time.
• Travel to client sites whenever necessary for operations support, client servicing, or escalation handling.

· Maintain and regularly update employee records such as attendance, leaves, personal files,

· and documentation.

Monitor and report employee attendance, punctuality, uniform and absenteeism. (Office staff + On ground staff)

Job Type: Full-time

Pay: ₹15,000.00 - ₹25,000.00 per month

Work Location: In person