Site Admin- Roles and Responsibilities Facilities Management Oversee the maintenance and upkeep of the sites infrastructure, ensuring facilities are operational and meet employee needs. Ensure that all facilities are safe, compliant with health and safety regulations, and properly maintained. Coordinate with maintenance staff and external contractors for repairs and improvements. Transport & Canteen Management Manage employee transportation services, including scheduling and route planning. Ensure vendor-provided vehicles are well-maintained, safe, and compliant with all relevant regulations. Address transportation-related issues and optimize operations to maximize efficiency and minimize delays. Supervise the operations of the site canteen, ensuring food quality, hygiene, and service standards are consistently met. Collaborate with catering vendors to offer diverse, nutritious meal options and make improvements based on feedback. Site Compliance & Audit Support Assist the ER Lead and Site People Advisor in ensuring site compliance with laws, regulations, and company policies. Support the implementation of compliance programs and initiatives. Prepare for and conduct site audits and customer audits, ensuring that all required documentation is in place and accessible. Support the DC Managers in implementing corrective actions in response to audit findings and ensure ongoing compliance. Support HSSE initiatives, ensuring safety standards are met, and participate in risk assessments and incident investigations as necessary. Third-Party Staff Management Serve as the primary contact for third-party staff on-site, addressing concerns and ensuring adherence to workplace policies. Maintain accurate records of third-party staff information, including personal details, employment history, and contract terms. Oversee the onboarding process for third-party staff, ensuring proper orientation and training to familiarize them with workplace policies and procedures. Develop and maintain schedules to ensure adequate staffing levels aligned with business needs. Ensure all schedules comply with labour laws, organizational policies, and guidelines, including rest periods, maximum working hours, and overtime regulations. Monitor attendance records to ensure third-party staff use the designated system (e.g., biometric devices, attendance software) correctly. Track and manage all types of leave, including sick leave, vacation, and personal leave, for third-party staff. Ensure all third-party staff hours and overtime are accurately recorded and comply with contractual agreements. Generate reports on attendance, hours worked, overtime, and other scheduling metrics to provide insights for operational improvements. Analyse trends in attrition, absenteeism, and productivity to support workforce planning initiatives. Third-Party Vendor Administration Manage relationships with third-party vendors, ensuring service level agreements (SLAs) are met. Ensure all third-party vendor operations comply with applicable labour laws and company policies. Ensure & verify that vendors provide necessary documentation, including offer letters, payslips, and ESIC TIC, to all third-party staffs. Collaborate with vendors to ensure smooth onboarding and offboarding processes. Provide feedback on performance and attendance-related issues, such as tardiness, absenteeism, or discrepancies in attendance records, to the third-party vendor for corrective action. Maintain documentation of feedback shared and follow up on improvement actions. Invoice Management Review all invoices thoroughly to ensure accuracy in calculations, rates, and supporting documentation. Cross-check invoices against contracts, SLAs, or purchase orders to verify alignment with agreed terms. Route invoices through the appropriate approval workflows in a timely manner to prevent payment delays. Address and resolve invoice discrepancies, such as mismatched amounts, incorrect billing periods, or unapproved charges. Maintain an organized and up-to-date repository of all invoices, payment records, and supporting documents. Conduct monthly sample checks on claimed versus paid salaries and address any discrepancies with the vendor promptly.
