Administration Executive

We are looking for a highly organized and proactive Administration Executive / Admin Officer to oversee transportation, canteen, housekeeping, pest control, vendor coordination, and other administrative operations. The ideal candidate should possess strong coordination, people management, and problem-solving skills to ensure smooth functioning of daily administrative activities, staff support, and facility maintenance. This role requires hands-on management, attention to detail, and the ability to work efficiently in a fast-paced manufacturing environment.

Role & responsibilities

1. Transportation Management :

• Coordinate daily staff transportation services, including route planning and vehicle scheduling.
• Monitor vehicle availability, fuel consumption, service records, and maintenance schedules.
• Ensure timely pickup and drop-off for employees; manage driver discipline and transport-related escalations.
• Maintain transport MIS and documentation.

2. Canteen Management :

• Oversee company canteen operations ensuring hygiene, service quality, and timely meal delivery.
• Coordinate with food vendors for menu planning, pricing, and service improvements.
• Conduct regular hygiene and quality audits.
• Address employee feedback and resolve canteen-related concerns promptly.

3. Housekeeping Management :

• Supervise housekeeping staff to ensure cleanliness of office, factory premises, and common areas.
• Develop daily/weekly cleaning schedules and monitor task completion.
• Ensure adequate availability of cleaning materials and consumables.
• Coordinate facility-related repairs and maintenance activities.

4. Pest Control Management :

• Schedule and monitor periodic pest control treatments across all office and plant areas.
• Maintain service records and ensure compliance with hygiene and safety standards.
• Respond to pest-related complaints and coordinate with external pest control vendors for immediate resolution.

5. Vendor Coordination & Management:

• Manage external vendors related to transportation, canteen, housekeeping, pest control, stationery, and other admin services.
• Review vendor performance, negotiate rates, and ensure service-level compliance.
• Process vendor invoices and maintain contracts, agreements, and renewal schedules.
• Prepare MIS reports, administrative updates, and documentation required by management.

6. Administrative Support :

• Manage office supplies and inventory; ensure timely procurement of admin-related items.
• Handle gate-pass approvals, courier services, ID cards, access cards, and visitor management.
• Support internal departments with administrative requirements and day-to-day operations

Key Skills Required:

• Strong coordination and vendor management skills.
• Effective communication and interpersonal abilities.
• Time management and multitasking capability.
• Problem-solving and quick decision-making skills.
• Team handling and leadership skills.
• Knowledge of facility management and basic compliance procedures.

Qualifications & Experience:

• Graduate in any discipline; certification in Administration/Facility Management is a plus.
• 3 - 5 years of experience in administration or facility management, preferably in a manufacturing/industrial setup.
• Experience in vendor coordination, staff supervision, and facility operations.