Executive / Senior Executive- Administration

Job Description

Designation: Senior Executive/Executive- Administration Department: Administration Reporting to: Manager - Admin Location: Mahape, Navi Mumbai Educational Qualification: Any Graduate Work Experience (yrs.): Upto 3 years Fixed annual CTC: 3-5 LPA Variable Compensation: 1 month CTC Working days - 5.5 days/Hybrid Purpose of this particular role The purpose of this role will be to drive the entire administrative functions of the organization by establishing best admin processes and practices at execution level. Administrative Senior Executive must be able to prioritize tasks and is expected to provide flawless administrative support to achieve business objectives. This position expected to work closely with the Organization’s leaders formulating and implementing administrative strategies and policies to make Neptunus a Great Place to Work What will you get by working at Neptunus Be part of our Vision to be a Great Service Brand and a Fulfilling Workplace Great earning opportunities in terms of salaries and bonuses. If you are a higher performer, attractive wealth creation programs such as our Growth Driver Program and ESSOP programs. Strong benefits such as hybrid working, loan policies, family insurance, Children’s Health Fund, free mental health support and exciting reward and recognition programs. Opportunities to solve new challenges, learn new technologies, experience different cultures and develop yourself and grow. If you are hungry, self-motivated and able to deliver excellence, you will certainly thrive and advance your career at Neptunus. Results and Activities I. General Administration & Facility Management Supervising the day-to-day operations of the facility management & administration work Building and maintaining relationships with all the employees, external partners, and vendors to deliver expected outcomes. Identifying and implementing process improvements that will maximize output and minimize costs Ensuring the office is stocked with necessary supplies and that all equipment is working and properly maintained. Ensure 100% serviceability of power supply and serviceability of DG Set, UPS, Office equipment and workshop machineries for flawless power back up. II. Asset Management & AMCs Making assessment of asset requirement, gathering specs and configuration, procurement process, configuration, handover, maintenance, and disposal. Develop vendors for annual maintenance of various equipment and design the Service Level Agreement to get the best result from the vendors and better Database of different vendors. Plan & Execute maintenance of equipment as well as repair and maintenance of building from time to time Ensure timely renewal of Annual maintenance contracts and payment of bills without any delay as per payment terms. Prepare maintenance calendar and ensure all maintenance related projects with QVC. Disposal of excess or abundant assets. Disposal of scrap generated from workshop and store III. Travel & Transport Management Manage Travel bookings including visa processing, both domestic and international for Leadership team as required. Explore all possible areas to minimize the cost of travel and timely booking of tickets and hotel specialists for international travels. Ensure all the vehicles are maintained in very good conditions at all times. Carryout Timely servicing of all the vehicles and ensure all the licenses, insurance, pollution certificates are needed on time without any penalty. Manage the deployment of vehicles as the priority and importance of tasks keeping in mind the business need. IV. Insurance and legal compliance Annual Calendar for all insurances, policies and licenses. Timely renewal of Insurance policies. Explore evaluate new agencies who can improve the quality of service Go Through the policy terms to ensure all possible risks which may be covered in the policy. Timely settlement of claims. Work closely with the broker and province all documents required for early settlement. Monthly Addition and deletion of employees from HR. Get the policies audited frequently to avoid under insurance/over insurance. Liaison with local govt agencies such as Police, MIDC, Pollution Control Board, NSIC etc Handle audit by Govt Agencies such as Ele. Board, Pollution control Board, Labor Inspection. V. Safety & Security Ensure all the fire extinguishers are timely refilled and are functioning well. One time audit of fire safety equipments available in the promises Conduct of fire drill to train internal team members. Ensure 100% serviceability of CCTV cameras, Fire alarms, Security sensors and active all the time. Liaison with the security agency for timely replacement of manpower and review the terms and conditions during AMC renewal. Deployment of security staff and snap check their alertness Ensure the building is closed and secured after office hours and no electrical equipment is kept switched on. V . Guest Delight/Visitors experience/Guest House Ensure All the visitors entering the gate are treated well and leave the promises with a great experience. Managing the visitor registration process and maintaining visitor records. Get all the details of the visitors and arrange their travel and stay arrangement accordingly. Ensure timely serving of refreshment and lunch to the guest. Book the conference room/training room and make necessary arrangements for meeting/training etc. Suggest/implement new ideas to enhance quality of service guests.