Team Member - Administration

Key Result Areas (Key Performance Indicators)

1. 1. Effective coordination with external service providers and vendors.

2. Successful planning and execution of organizational events and celebrations.

3. 3. Efficient management of housekeeping and plant premises facilities.

4. 4. Compliance with administrative budgets, company policies, and service standards.

5 5. Effective vendor performance evaluation and technical rating assessment.

6. 6. Timely clearance of vendor invoices and timely delivery of products / services from vendors.

7. 7. Smooth management of plant premises facilities - Vehicle, Security, Intercom / Telephone system, and Punching Machines.

Critical Tasks

• - Supervise housekeeping activities and ensure cleanliness standards across plant premises, offices, and common areas.

• - Organize and coordinate company events such as Independence Day, Republic Day, New Year celebrations, annual functions, and employee engagement programs.

• - Monitor service contracts and coordinate with vendors for timely service delivery.

• - Conduct vendor performance reviews and provide technical ratings as per company procedures.

• - Ensure vendor invoices are verified and cleared on a timely basis and follow up with vendors for timely delivery of products / materials.

• - Manage vehicle movement inside plant premises, parking arrangement, and coordination for employee / material movement as per plant requirement.

• - Coordinate with Security team for gate entry, visitor management, material inward / outward, and overall plant security discipline.

• - Manage Telephone / Intercom system installed inside the Plant - installation, shifting, repair, coordination with vendor, and ensuring all lines are working.

• - Manage Punching Machines installation, maintenance, and coordination with vendor / IT for smooth attendance punching.

• Maintain records, contracts, invoices, and administrative reports.

Decision making authority (Decisions expected)

- Prioritize administrative activities and vendor service requirements.

• -Verify and recommend vendor invoices for clearance as per approved budgets and requirements.

• - Evaluate vendor performance and recommend technical ratings.

• -Coordinate and resolve routine operational issues related to housekeeping, vehicle, security, intercom, and punching machines.

• -Escalate major service failures, contractual issues, and budget deviations to higher management.

Educational Background and Work Experience

· Graduate in any discipline (Diploma, B,SC, B.Com, BBA,or equivalent).

Competencies

• SAP and procurement process knowledge.

• Vendor management and contract coordination.

• Facility and hospitality management.

• Event planning and coordination.

• Communication and interpersonal skills.

• Budget monitoring and cost control.

• Problem-solving and decision-making skills.

• MS Office proficiency (Excel, Word, PowerPoint).

• Customer service orientation.

Time management and multitasking abilities.

Working relationships – Stakeholders

• HR & Administration Department

• Finance & Accounts

• Procurement Department

• Plant Departments

• Security Team

Employees and Management Team

• Housekeeping Service Providers

• Canteen Contractors

• Guest House Service Providers

• Event Management Agencies

• Hospitality Vendors

• Colony Maintenance Contractors

Local Service Providers and Suppliers

Key Success Factors – Challenges

• Ensuring uninterrupted administrative and facility services.

• Maintaining high standards of cleanliness, hospitality, and employee satisfaction.

• Managing multiple vendors and service providers effectively.

• Timely execution of events within approved budgets.

• Handling urgent administrative requirements and guest visits.

• Maintaining cost efficiency while ensuring quality services.

Resolving service-related issues promptly and professionally

Other information

• Willingness to work beyond normal office hours during events, VIP visits, and emergencies.

• Regular interaction with internal and external stakeholders.

• Periodic review of vendor performance and service quality.

High level of professionalism, ownership, and customer focus required.