Administration Executive

Job Title: Executive Administration (Hospitality Operations)
Department: Administration
Reporting To: Admin Manager / Head Admin & Operations / Finance Head
Location: Multiple Hospitality Outlets & Central Kitchen Locations

Job Summary:
The Admin Executive will be responsible for overseeing day-to-day administrative coordination across multiple hospitality outlets, central kitchens, staff dining facilities, and food preparation areas. The role involves ensuring smooth operations through effective asset management, audit coordination, maintenance follow-up, compliance monitoring, vendor management, housekeeping supervision, and upkeep of records related to FSSAI, fire, hygiene, health, and facility management.

The ideal candidate should have prior experience in the hospitality, restaurant, hotel, catering, or QSR industry and possess strong coordination, documentation, and problem-solving skills.

Key Duties & Responsibilities

1. Audit Coordination & Compliance Monitoring

• Schedule, coordinate, and attend quarterly internal and external QA audits across:
• Restaurants & F&B outlets
• Central kitchens
• Staff dining areas
• Staff food preparation areas
• Coordinate with QA teams and outlet teams to ensure smooth audit execution.
• Maintain proper audit records, observations, and closure reports.
• Follow up with respective departments for timely closure of audit observations and corrective actions.

2.Asset Management & Record Keeping

• Maintain an updated asset register outlet-wise for:

• Kitchen equipment

• Refrigeration units

• Furniture & fixtures

• Air-conditioning systems

• Computers, laptops, printers, and IT equipment

• Crockery, cutlery, utensils, and smallwares

• Ensure asset tagging is completed and updated across all locations.

• Conduct periodic physical verification of assets and maintain discrepancy records.

• Track movement, repairs, disposal, and replacement of assets.

3.Maintenance Coordination

• Coordinate with the maintenance team for all repair and maintenance requirements across outlets and kitchens.
• Ensure prompt resolution of breakdowns and facility-related issues.
• Track preventive maintenance schedules and maintain records.
• Escalate unresolved issues and monitor closure timelines.

4.Facility Administration & Office Upkeep

• Monitor office and outlet housekeeping standards.

• Maintain records of:

• AMC agreements

• Vendor contracts

• Service schedules

• Renewal timelines

• Ensure timely renewal of AMC contracts and service agreements.

• Oversee office supplies, cleaning materials, consumables, and stationery requirements.

5.Security & Vendor Coordination

• Coordinate and monitor security service providers across all locations.
• Ensure implementation and adherence to security SOPs outlet-wise.
• Maintain deployment records, attendance, and issue logs of security personnel.
• Coordinate with valet service providers for smooth guest handling and operations.

6.Pest Control & Hygiene Management

• Coordinate with pest control vendors for scheduled pest control activities.
• Maintain pest control records, certificates, and service reports.
• Ensure hygiene standards are maintained across all operational areas.
• Follow up on corrective actions related to pest observations, if any.

7.Contract Staff & Housekeeping Coordination

• Coordinate with outsourced vendors for:

• Housekeeping staff

• Kitchen stewards

• Cleaning teams

• Ensure proper staffing, attendance, discipline, and quality of work.

• Monitor cleanliness standards across kitchens, outlets, common areas, and staff facilities.

8.Regulatory & Statutory Compliance Monitoring

Maintain and monitor records related to:

• FSSAI compliances
• Fire safety compliances
• Health & hygiene records
• Water testing reports
• Pest control reports
• Staff training records
• License renewals and certifications
• Ensure all documentation is updated and readily available during inspections and audits.

Candidate Requirements
Education:

• Graduate in Hospitality, Hotel Management, Administration, or related field preferred.

Experience:

• 2-5 years of experience in hospitality administration, restaurant operations, hotel administration, facility management, or F&B industry preferred.

Preferred Industry Background:

• Restaurants, Hotels, Central Kitchens, Catering Companies, Cloud Kitchens, QSRs, or Hospitality Groups.

Skills Required:

• Strong coordination and follow-up skills
• Good documentation and record management
• Vendor management experience
• Knowledge of hospitality compliance and audits
• Basic understanding of FSSAI, fire, health, and hygiene standards
• Good communication and interpersonal skills
• Proficiency in MS Excel, Word, and Google Sheets

Key Attributes:

• Detail-oriented and highly organized
• Ability to work across multiple locations and departments
• Strong problem-solving approach
• Responsible, proactive, and disciplined in follow-ups

This version is hospitality-focused and practical for UGIPL outlets, TwentySeven Bakehouse, Masque, Sage & Saffron, staff dining, and central kitchens.