Administrative In-Charge

Job Summary:

We are looking for a seasoned Administrative In-Charge to manage and lead all aspects of facility soft services and corporate administrative operations at our site. The candidate must have deep expertise in handling guest house management, transportation, janitorial services, event management, travel and booking systems, and SAP Ariba / Concur platforms.

Key Responsibilities:

• Supervise all soft services including housekeeping, pest control, cafeteria, front desk, security, and landscaping.
• Implement and maintain facility hygiene, safety, and compliance standards.
• Develop SOPs for janitorial and upkeep activities, ensuring consistency and quality.
• Coordinate with maintenance teams for repairs, AMC contracts, and asset management.
• Manage end-to-end guest house operations including bookings, check-in/check-out, maintenance, and hospitality services.
• Maintain records of guest usage, inventory, and utilities for audit and budgeting.
• Oversee staff transportation planning and operations shift schedules, fleet management, and route optimization.
• Coordinate with vendors for bus, cab, and rental vehicle services, ensuring punctuality and safety compliance.
• Maintain and track transport usage logs, fuel consumption, and vendor performance.
• Plan and organize internal/external meetings, workshops, training sessions, and corporate events.
• Ensure end-to-end event logistics including venue booking, seating, A/V setup, catering, guest handling, etc.
• Coordinate with HR/Marketing teams for employee engagement activities and festivals.
• Supervise general administrative functions such as mailroom, courier services, stationery, pantry, and access card systems.
• Ensure seamless front-office operations, visitor handling, and grievance redressal systems.
• Handle all employee travel needs including air/rail bookings, visa support, hotel accommodation, and local conveyance.
• Manage end-to-end reimbursements through platforms like SAP Concur, adhering to company policies.
• Coordinate group travels for events, audits, and official visits.
• Create and track PR/POs via SAP Ariba, ensuring timely procurement and invoice processing.
• Identify and implement process improvements to increase efficiency and reduce administrative overheads.
• Introduce digital tools and automation to streamline admin workflows.
• Build and lead a team of admin executives and vendors with a focus on service quality and employee experience.

Educational Qualifications & Experience:

Bachelors degree in business administration, Facility Management, or a related field.

10+ years

Technical Skills:

• Strong knowledge of SAP Ariba, SAP Concur, MS Office tools, and facility management systems.
• Excellent leadership, communication, and negotiation skills.
• Excellent written and verbal communication skills in English
• Ability to handle multi-location operations, emergencies, and dynamic business needs.

Benefits:

• Transport, canteen and medical-claim facilities are available.