Assistant Manager - Admin

Job Title: Asst Manager-Admin

Job Summary:

This Role is responsible for managing Administrative & Security functions for multi location business of the organization. The role will be based at Pune Plant & will manage day to day administration, facilities management & Security services for the plant complex as well as Kolkata Distribution center. This role will report to Plant Manager, Pune & will facilitate the Plant Manager by organizing the essential services for running of the Plant. These services will include the facilities management, staff transportation & taxi services, canteen services, stationery & printing services, travel management, event management & liaising with Local authorities and managing secured environment for the business continuity of the plant. This role will have a dotted line reporting to the Manager-Administration and will ensure the best practices, SOP & compliances are followed in day to day operations. This role will collaborate with all depts in order to support the business.

Job Responsibilities:

• The incumbent will be responsible for putting systems and processes in place in all the areas under the Administration ambit (Security/Housekeeping/ horticulture/pest control/ staff Transportation/ Canteen services/ taxi hirings/ Uniforms/ Hotels/Events/ Engagement activities/ Contracting, billing & compliances/ Time office ).
• The incumbent will be responsible for all facility management including offices, Guest Houses and factory locations including maintaining inventory of all admin related assets.
• The incumbent will be responsible for issuance, usage tracking and monitoring all employee related entitlements as per policy like mobile SIM, Data Card and Company Cars.
• The incumbent will be solely responsible for maintaining proper liaison with the local Administration like Police, District Collectors Office, Municipal Authorities and other Government and Non-Government bodies including statutory authorities, as required.
• Preparation and monitoring of Admin Capex and Opex budget and ensuring budget versus actual expenditure tracking.
• To generate administration MIS in desired formats at a Weekly/Monthly/ Quarterly/Half yearly frequency and ensure sound documentation of files, records.
• Partner Purchasing team in ensuring timely renewals of different Contracts and vendor performance tracking.
• Receives the office equipment and stationeries and arranges their storage / distribution.
• Arranges allotment of company vehicles or arranges hired vehicles for company officials and guests/visitors and also oversees hotel / guest house accommodations of guests / visitors.
• Organize the events within the company premise as well external events.The incumbent will have to operate Security across location in Line with Structured Security Operating Manual" with standing operating procedures.
• Ensure proper deployment of security personnel at site - by regularly visiting the site and by conducting SECURITY AUDITS.
• Put in place proper Registers & documents and e-systems, wherever applicable, to ensure Operational Efficiency.
• Conduct regular liaison with Locals, assess Security Threat to employees- take corrective actions, manage the Site security, liaise regularly with security agencies etc.