Admin Executive

1. PURPOSE OF THE JOB

To manage and coordinate day-to-day factory administration activities, facility management, housekeeping, security, transportation, vendor coordination, employee amenities, statutory records, and general maintenance to ensure smooth, safe, and efficient factory operations.

2. KEY RESPONSIBILITIES

A. General Administration

• Manage daily administrative activities and ensure the smooth functioning of the factory.
• Maintain administrative records, registers, files, reports, and documentation.
• Coordinate with internal departments, vendors, contractors, and service providers.
• Monitor administrative expenses and ensure proper utilization of company resources.
• Prepare daily, weekly, and monthly administrative reports for management review.

B. Housekeeping Management

• Monitor housekeeping staff attendance, deployment, and assigned duties.
• Ensure cleanliness of the factory premises, offices, washrooms, canteen, and common areas.
• Maintain housekeeping checklists and conduct routine inspections.
• Ensure implementation of 5S practices and workplace cleanliness standards.
• Coordinate with housekeeping agencies regarding manpower shortages and service quality.

C. Security Management

• Monitor security guards, shift deployment, and attendance.
• Ensure proper maintenance of visitor registers, vehicle entry/exit records, material gate passes, and other security registers.
• Monitor compliance with security procedures and factory entry protocols.
• Review security activities and report irregularities or incidents to the reporting manager.
• Coordinate with the security agency to ensure adequate manpower at all times.

D. Facility and Maintenance Coordination

• Coordinate repairs and maintenance of office areas, washrooms, plumbing, electrical fittings, lighting, and other facilities.
• Follow up on civil work, leakage issues, drainage, and other infrastructure-related complaints.
• Maintain records of maintenance requests, pending jobs, and completion status.
• Coordinate with building management, landlords, and external maintenance agencies as required.

E. Transport and Employee Facilities

• Coordinate employee transportation, bus schedules, pickup/drop points, and vendor services.
• Monitor vehicle availability, attendance-related transport issues, and service complaints.
• Coordinate canteen services, drinking water, and other employee amenities.
• Ensure administrative facilities are available and maintained properly.

F. Vendor and Expense Management

• Coordinate with vendors for quotations, purchase requisitions, service orders, and invoices.
• Verify bills against approved quotations, work orders, and actual services received.
• Maintain records of rent, utility bills, housekeeping, security, transportation, and maintenance expenses.
• Follow up on pending bills and payments with the concerned departments.
• Ensure all expenses are processed as per company approval procedures.

G. Compliance and Safety Coordination

• Ensure administrative activities comply with applicable company policies and factory requirements.
• Maintain relevant records, checklists, inspection reports, and supporting documents.
• Coordinate with the EHS and Safety Department regarding workplace cleanliness, safety observations, and corrective actions.
• Report unsafe conditions, security incidents, and facility-related non-compliances to the concerned authority.

H. Asset and Inventory Management

• Maintain records of administrative assets, furniture, fixtures, IT assets, and office equipment as assigned.
• Coordinate physical verification and update the Fixed Asset Register (FAR) for assets under the department's responsibility.
• Monitor the issue and return of company property.
• Coordinate with the IT team for IT asset records, repairs, and related administrative requirements.

I. Reporting and Documentation

• Prepare daily administrative activity reports and pending-task status reports.
• Submit monthly reports on housekeeping, security, transport, maintenance, vendor expenses, and other assigned KPIs.
• Maintain updated checklists, attendance records, service reports, and vendor documentation.
• Escalate unresolved issues and critical deviations to the reporting manager on time.

Pay: ₹25,000.00 - ₹33,000.00 per month

Benefits:

• Cell phone reimbursement
• Health insurance
• Provident Fund

Work Location: In person