Walkin Interviews - Admin and Facility

1. Job Purpose (Summary / One Line Description)

Ensure effective Administration of Manpower, Material & Estate and adequate security of Information, housekeeping, attendance and transportation.

2. Duties/Responsibilities/Activities:

Admin Services

Closely monitor administrative processes and ensure efficiency in availability of all administrative facilities to the employees

Ensure timely resolution of admin issues if any and monitor adherence to service timelines.

Colony Management.

Smooth operation of employee housing colonies within or near the plant premises.

Maintenance and Housekeeping

• Regular cleaning, sanitation, and pest control.
• Maintenance of electrical, plumbing, and civil infrastructure.
• Landscaping and waste management within the colony.

Transportation Management

Design and establish effective control systems for catering to all employee requirements related to travel including transport facilities, stay, hotel bookings, and visa / permits services

Supervise transportation activities for all sites and assist site admin heads in managing employee transportation including bus/car transport, vendor contract management.

Work out the optimal routes and prepare the policy document for transportation indicating dos and don'ts- timings, stops, routes. etc.

Monitor the SLAs by analyzing the reports, monitor the deployment of buses, bus occupancy, rush etc. and continuously work on resource-route optimization

Identify and negotiate cost effective mailing services; Supervise the distribution of incoming mail and the efficient dispatch of outgoing mail.

Estate Management

Ensure regular maintenance and upkeep of company guest houses/ estates including proper inventory management and maintenance

Guide Site admin heads in planning the logistics and making arrangements for corporate events, offsite programs, picnics and assist L&D specialist in offsite training programs.

Canteen Management

Overlook canteen management and ensure availability of healthy food to employees at right prices

Undertake canteen administration and processes including vendor contracting and management; Monitor grievances and drive speedy resolution of the same.

Housekeeping

Ensure neat and clean environment in the premises by maintaining effective housekeeping & Scrap Management processes and ensure adherence with agreed SLAs

Conduct periodic audits to identify opportunities for improvements; Re- negotiate / renew / terminate vendor contracts based on performance and service delivery

Identify opportunities for cost optimization in the administrative activities for respective sites; Define strategies & devise plans to leverage those opportunities and optimize cost.

Vendor Management & Liaising

Maintain quotation for every asset required to run the office which are procured through vendors; Ensure adherence to contract SLAs

Maintain vendor rating data in order to rate their service quality levels, responsiveness and cost effectiveness

Ensure appropriate documentation of agreements, contracts etc. at favorable costs; Facilitate vendor registration and bill payments.

Workplace Safety

.

IMS Compliance

Adhere to IMS standards, maintain documentation, and support audits and corrective actions.

ESG Commitment

.

Qualification:

Experience: 5

Other Skillsets (Technical/Behavioral):

Function/ Technical

Knowledge of admin responsibilities applicable to a manufacturing setup

Contract management

Vendor performance management

Negotiation Skills

Behavioural

Collaboration

Interpersonal skills

Communication- Written & Oral