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Job Summary
The Executive – Administration will lead day-to-day administrative operations and facility management at Lorenz India, ensuring seamless service delivery, compliance, and cost efficiency. This mid-level role requires a proactive professional who can manage administrative logistics, lead vendor performance and contracts, oversee workplace amenities, and ensure regulatory and audit readiness. The incumbent will act as a bridge between internal stakeholders, external service providers, and management to uphold high operational standards, while offering ongoing operational support to the People & Culture (P&C) team.
Key Responsibilities
1. Facility Operations & Workplace Management
Facility Maintenance:
Oversee office infrastructure, office furniture, and canteen furniture.Service Quality Control:
Supervise day-to-day operations of Housekeeping, Office Pantry, and Canteen services to ensure strict compliance with health, hygiene, and corporate guidelines.Asset Lifecycle Management:
Maintain comprehensive registers for office assets (furniture, fixtures, appliances, and uniforms). Oversee asset allocation, tracking, periodic audit verification, and decommissioning.
2. Vendor Management & Invoice Verification
Sourcing & Contracting:
Lead vendor onboarding, review proposals/quotations, negotiate terms, and maintain active SLA/AMC contracts (e.g., travel agencies, transport, pest control, security, catering).Vendor Performance Monitoring:
Evaluate vendor performance against SLAs regularly and resolve operational escalations promptly.Invoice & Financial Oversight: V
erify and validate administrative bills—specifically for security services, contract labor, housekeeping, and laundry services. Ensure accuracy in log sheets/attendance/usage reports, monitor expenses against approved budgets, and coordinate with Accounts for processing.
3. Travel, Logistics & Guest Services
Corporate Travel Desk:
End-to-end oversight of employee travel programs, including flight/train bookings, hotel reservations, visa/forex arrangements (if applicable), and travel policy compliance.Transport & Fleet Management:
Manage daily employee commuting routes, cab services, local transport, vendor billing verification, and driver/vehicle safety standards.Guest Hospitality:
Coordinate guest arrivals, lodging, local transfers, and catering arrangements.
4. Security, Health, Safety & Compliance
Security Operations:
Oversee security agency deployments, gate pass management, visitor management systems, and attendance tracking systems.Audit & Compliance Support:
Maintain statutory admin documentation, safety protocols, and records required for internal/external audits (e.g., ISO, safety compliance, labor compliance related to admin services).EHS Support:
Coordinate mandatory health checks, uniform/safety shoe distributions, and workplace safety measures in alignment with company policies.
5. General Operations & P&C Support
P&C Collaboration: P
rovide administrative and operational support to the People & Culture (P&C) team as and when required.Employee Onboarding Admin:
Manage administrative onboarding deliverables including ID cards, locker allocations, initial uniform distribution, and workstation setup.Corporate Events:
Plan, organize, and execute internal events, festival celebrations, corporate gifts/gifting logistics, and team engagement initiatives.Mail & Courier Services:
Monitor incoming/outgoing domestic and international logistics, maintaining detailed log tracking and cost optimization.
Qualifications & Key Requirements
Education:
Bachelor’s degree in Business Administration, Commerce, Facilities Management, or a related field.Experience:
Required Technical & Professional Skills:
- Vendor & Billing Verification: Proven ability to source, negotiate, and verify complex service bills (security, contract labor, housekeeping, and laundry).
- Budget & Cost Management: Good financial acumen to control operational expenditure and manage administrative billing workflows.
- Software Proficiency: Strong proficiency in MS Office / Google Workspace (Excel/Sheets, Word/Docs, PowerPoint) and experience with HRMS/Admin software tools.
- Communication & Negotiation: Excellent written and verbal communication skills in English and Hindi; fluency in Gujarati is highly desirable.
Soft Skills & Behavioral Attributes:
- Strong problem-solving abilities with a proactive approach to operational hurdles.
- Exceptional multi-tasking, time-management, and priority-setting skills.
- High attention to detail and strong process-oriented mindset.
- Ability to work independently while managing teams of outsourced staff (housekeeping, security, canteen).
