Admin Executive

Role & responsibilities

Job Purpose

To ensure smooth and efficient administrative support for 108 Ambulance Emergency Services by managing office administration, documentation, manpower coordination, facility requirements, records, vendor coordination, and operational support activities.

Key Responsibilities

1. General Administration

• Manage day-to-day administrative activities at the district/cluster/state office.
• Maintain office records, files, registers, correspondence, and documentation.
• Ensure availability of office stationery, consumables, furniture, and other administrative requirements.
• Coordinate office maintenance, housekeeping, security, electricity, internet, and other facility-related requirements.
• Maintain proper documentation and filing systems for audit and management reference.

2. Ambulance Operations Support

• Provide administrative support to the 108 ambulance operational team.
• Coordinate with EME/EMT/Pilot teams regarding operational and administrative requirements.
• Maintain records related to ambulance deployment, attendance, manpower, and operational activities.
• Support the Operations and Fleet teams in resolving administrative issues affecting ambulance availability.
• Coordinate with district authorities, hospitals, and other stakeholders whenever required.

3. Manpower & Attendance Coordination

• Maintain daily manpower attendance and deployment records.
• Coordinate with HR regarding joining, transfer, leave, absenteeism, replacement, and separation cases.
• Track manpower shortages and communicate requirements to the concerned team.
• Support documentation related to new joining, employee records, ID cards, uniforms, and other employee requirements.

4. Fleet & Workshop Administrative Support

• Coordinate with the Fleet/Workshop team for administrative requirements related to ambulances.
• Maintain records of vehicle-related documents, service schedules, insurance, permits, and other statutory documents, as applicable.
• Support coordination with local vendors/workshops as per approved processes.
• Ensure required approvals and supporting documents are maintained for administrative and vehicle-related expenses.

5. Vendor & Purchase Coordination

• Coordinate with approved vendors for stationery, housekeeping, maintenance, accommodation, training, and other administrative requirements.
• Obtain quotations and supporting documents as per company policy.
• Follow up on purchase orders, invoices, bills, and payments with the concerned departments.
• Ensure vendor documentation is complete and properly maintained.

6. Training & Meeting Support

• Coordinate logistics for training programs, meetings, workshops, and official events.
• Arrange venue, seating, food, accommodation, stationery, projector, and other required facilities.
• Maintain participant attendance and supporting documents.
• Provide administrative support for review meetings and management visits.

7. Compliance & Documentation

• Ensure timely maintenance and submission of administrative records and reports.
• Support internal and external audits by providing required documents and records.
• Maintain confidentiality of employee and organizational information.
• Ensure all administrative activities are carried out in accordance with company policies and procedures.

Key Performance Indicators (KPIs)

• Timely completion of administrative activities.
• Accuracy and completeness of records and documentation.
• Timely submission of reports and bills.
• Office/facility availability and maintenance.
• Timely resolution of operational administrative issues.
• Compliance with company processes and approval procedures.
• Vendor coordination and service quality.
• Support for ambulance operational continuity.
• Audit compliance and closure of observations.

Preferred candidate profile

Male Candidates