Executive - Administration

Department / Division

External Interface

(Enlist external agencies/authorities that you are required to deal with while discharging your duty)

• Vendors

• Service Providers

• Contract Staff/Outsourced Agencies

• Local Statutory Authorities

• Insurance Providers
  

Minimum Qualification

(i.e education, training etc.)

Any Graduate

Minimum Experience

Special Skills/Attributes

(required for performing the job effectively)

• Liaison Skills (Local Bodies, various Govt. Depts.)

• Good understanding of statutory compliances

• Knowledge of Admin systems & processes

• Good understanding of the market for various admin procurements

• Good communication(verbal & written) & negotiation skills
  

Overall Purpose/Objective

Of the job

Oversee the functioning of general administration by providing high quality business services in a cost effective manner, drive efficient facility management, security services, asset insurance & travel management.

Key Responsibilities

(List major responsibilities, that you have, to achieve the key objectives)

ADMINISTRATION:

• Develop and manage annual budgets for Admin Dept.

• Ensure periodic review of the expenses versus the budget & provide solutions for optimizing the expenses.

• Oversee facility management operations of the office including electricity, civil repairs, etc.

• Ensure contract documents/agreements of all agencies are available at all times and are renewed in a timely manner.

• Monitor & ensure adequate availability of resources from the agency.

• Implement, monitor the tendering process for all admin. Purchases including office stationery, Capex purchases, finalization of agencies, etc.

• Ensure all telecommunication devices are in working condition at all times

• Develop list of empanelled vendors for procurement of various items & services and regularly review & update the same.

• Ensure strict adherence to the security processes by the Security Agency.

• Conduct periodic safety & quality audit from time to time

• Ensure verification of all invoices received from the vendors before submitting for final payment.

• Liaise with all statutory bodies and ensure strict adherence to all statutory compliances.

TRAVEL:

• Oversee both Domestic & International Travel & Hotel bookings for all employees

• Ensure strict adherence of the Travel Policy & control / optimize expenses on travel wherever required.

  INSURANCE:

• Provide inputs for designing and ensure adherence to corporate insurance guidelines for adequate & cost effective insurance against risks f

• Ensure comprehensive & timely insurance cover for equipments, fixed assets, property insurance, etc for respective sites

• Ensure renewal of all insurance policies in a timely manner

• Ensure timely payments of premium and capitalization.