Administration Executive

Job Summary:

The Site Administration Associate will be responsible for the efficient and effective management of day-to-day administrative and operational activities. This role requires a proactive and resourceful individual with strong organizational, communication, and problem-solving skills, capable of handling a diverse range of responsibilities to ensure smooth site functioning and support business objectives. This position is on 3rd party payroll.

Key Responsibilities & Accountabilities (KRAs):

I. Site Management & Operations:

• Office & Facility Management: Oversee general office management, including stationary supplies, HSE stock, and inventory, pantry, snacks etc at all sites and RO
• Housekeeping: Ensure high standards of housekeeping at Guest House , Zero Point & PSS & RO.
• Site & RO Maintenance: Manage AMCs for site maintenance and oversee general site maintenance activities.
• Utility & Contract Management: Oversee the renewal of contracts and coordinate with HO (Head Office) and IT for related matters.
• Logistics & Support: Manage cab services
• Errands & Site Requirements: Handle all general errands and special requirements of the site promptly and efficiently.

II. Financial & Vendor Management:

• Billing & Payments: Ensure accurate billing, timely submission, and payment follow-up for all administration-related bills.
• Budgeting & Forecasting: Assist in forecasting and managing budgets for administrative expenses.

III. Compliance & Safety:

• ISO / HSE Coordination: Coordinate and ensure compliance with ISO and HSE standards and initiatives.
• Statutory Compliance: Assist with coding and ensure adherence to relevant statutory compliances.

IV. Process Improvement & Innovation:

• Proactiveness & Innovation: Drive proactiveness and ideation for continuous improvement in site operations.
• Problem Solver: Demonstrate persistence and innovation in addressing challenges and finding alternative remedies or solutions.
• Feedback & Monitoring: Establish robust feedback mechanisms and monitoring systems for continuous improvement.

V. Event & Stakeholder Management:

• Events & Activities: Plan, coordinate, and execute various events and activities at the site.
• Stakeholder Management: Effectively manage SOS & instant situations, fostering strong relationships with internal and external stakeholders.

Desired Candidate Characteristics:

• Proactive & Self-Driven: Takes initiative and anticipates needs rather than waiting for instructions.
• Problem Solver: Demonstrates strong analytical and problem-solving abilities, capable of identifying root causes and implementing effective solutions.
• Organized & Detail-Oriented: Possesses excellent organizational skills with a keen eye for detail, ensuring accuracy and efficiency in all tasks.
• Effective Communicator: Strong verbal and written communication skills, able to interact clearly and concisely with all levels of staff and external parties.
• Team Player: Ability to collaborate effectively with various departments and individuals to achieve common goals.
• Adaptable & Resilient: Comfortable working in a dynamic environment and able to handle multiple priorities and unexpected challenges.
• Result-Oriented: Focused on achieving outcomes and delivering high-quality work within deadlines.
• Integrity & Professionalism: Maintains a high level of integrity and professionalism in all interactions.

Qualifications & Experience:

• Education: Bachelors degree in business administration, Facilities Management, or a related field.

• Experience: 5- 10 years of progressive experience in administration, facilities management, or site operations.

• Skills:

• Proficiency in MS Office Suite (Word, Excel, PowerPoint).

• Strong negotiation and vendor management skills.

• Strong people management skills