Administration Executive

Position Overview

We are looking for an organized and proactive Administration Executive Facility & Operations to manage day-to-day administration, facility operations, housekeeping, vendor coordination, and manpower management across the food production facility and office premises.

The role will be responsible for ensuring a clean, safe, hygienic, well-maintained, and efficiently managed workplace, while ensuring adherence to company policies, food safety, hygiene, safety, and statutory requirements.

Key Accountabilities

1. Housekeeping & Hygiene Management

• Manage day-to-day housekeeping operations across the food production facility and office premises.
• Supervise housekeeping staff and ensure adequate manpower deployment across all areas.
• Prepare and monitor daily, weekly, and periodic cleaning and deep-cleaning schedules.
• Ensure production areas, offices, washrooms, pantry, common areas, and other facilities are maintained to the required hygiene standards.
• Ensure proper availability and consumption control of housekeeping materials, cleaning chemicals, toiletries, sanitizers, and other consumables.
• Ensure adherence to 5S, GMP, HACCP, FSSAI, and hygiene requirements applicable to the facility.
• Conduct regular housekeeping inspections and ensure timely closure of identified gaps.
• Ensure proper waste segregation, collection, and disposal.
• Coordinate pest control, fumigation, sanitation, and deep-cleaning activities.

2. Manpower Management

• Manage deployment, attendance, discipline, grooming, and performance of housekeeping, security, pantry, and other facility support staff.
• Prepare and monitor manpower requirements based on operational needs.
• Ensure adequate staffing and replacement arrangements for absenteeism, leave, and manpower shortages.
• Maintain attendance and manpower records and coordinate with HR/payroll for relevant inputs.
• Monitor shift schedules and ensure proper manpower coverage across production and office areas.
• Conduct regular briefings and ensure support staff follow company SOPs and workplace discipline.
• Coordinate training on hygiene, safety, fire safety, PPE, housekeeping practices, and workplace conduct.

3. Vendor Management

• Manage day-to-day coordination with facility and service vendors including housekeeping, security, pest control, maintenance, waste management, pantry, and other service providers.
• Ensure vendors deliver services as per agreed scope, quality standards, and timelines.
• Monitor vendor manpower, attendance, service quality, and performance.
• Coordinate vendor onboarding, documentation, agreements, work orders, and renewals.
• Verify service completion and support the invoice verification and payment process.
• Identify service gaps and ensure corrective actions are implemented.
• Support vendor negotiations and cost optimization initiatives.
• Maintain records of contracts, quotations, service reports, and vendor performance.

4. Facility Management

• Coordinate day-to-day maintenance and upkeep of the production facility and office premises.
• Monitor electrical, plumbing, air-conditioning, furniture, civil, utility, and other infrastructure-related issues.
• Coordinate preventive and breakdown maintenance with internal teams and external vendors.
• Conduct regular facility inspections and report maintenance or safety issues.
• Ensure timely resolution of facility-related complaints and breakdowns.
• Maintain records of maintenance activities, service schedules, and equipment-related documentation.
• Coordinate facility readiness for meetings, events, audits, inspections, and other business requirements.
• Support implementation of energy-saving, resource optimization, and cost-control initiatives.

5. Office Administration

• Manage day-to-day office administration and support services.
• Oversee reception/front desk, pantry, housekeeping, courier, stationery, printing, visitor management, and general office requirements.
• Ensure availability of office supplies, stationery, pantry materials, and other administrative consumables.
• Coordinate seating arrangements, workstation setup, office shifting, and facility requirements for new employees.
• Coordinate with IT, HR, Finance, and other departments for administrative and facility-related requirements.
• Support office events, meetings, employee engagement activities, and other administrative arrangements.
• Maintain proper records and documentation related to administration and facility operations.

6. Safety, Compliance & Audit Readiness

• Ensure facility and support staff follow required safety, hygiene, PPE, and emergency procedures.
• Support implementation of fire safety, emergency evacuation, and workplace safety practices.
• Ensure fire extinguishers, emergency exits, safety signage, and other basic safety requirements are regularly checked.
• Maintain facility-related statutory and compliance records.
• Support internal, customer, regulatory, and third-party audits by ensuring facility and hygiene areas are audit-ready.
• Coordinate with EHS, Quality, HR, and other departments for closure of facility-related observations and corrective actions.

7. Budget & Cost Control

• Monitor administration and facility-related expenses.
• Track consumption of housekeeping, pantry, stationery, and other administrative materials.
• Support preparation and monitoring of facility and administration budgets.
• Identify opportunities for cost reduction without compromising hygiene, safety, or service quality.
• Monitor vendor costs, manpower costs, consumable usage, and service expenses.

Qualifications

• Graduate in any discipline.
• Degree/Diploma in Facility Management, Administration, Engineering, or a related field will be an advantage.
• Certification in Facility Management, Fire Safety, Industrial Safety, or related areas will be an added advantage.

Skills & Competencies

• Strong vendor management and negotiation skills.
• Good manpower supervision and team management skills.
• Strong organizational and coordination abilities.
• Good knowledge of housekeeping, facility operations, and office administration.
• Basic understanding of GMP, HACCP, FSSAI, 5S, hygiene, and workplace safety.
• Good communication and interpersonal skills.
• Strong follow-up and problem-solving abilities.
• Good documentation and reporting skills.
• Proficiency in MS Excel, Word, and PowerPoint.
• Ability to manage multiple priorities in a fast-paced environment.
• Proactive, disciplined, and detail-oriented approach.

Experience

• 25 years of experience in administration, facility management, or similar roles.
• Experience managing housekeeping, facility vendors, and support manpower is preferred.
• Experience in food production, FMCG, manufacturing, pharma, hospitality, or other process-driven environments will be an advantage.
• Prior experience handling both industrial/production facilities and corporate office administration is preferred.

Preferred Profile

• Hands-on experience in managing housekeeping and facility support teams.
• Strong experience in vendor coordination and service management.
• Exposure to hygiene-critical and regulated environments.
• Comfortable working closely with Production, Quality, EHS, HR, Finance, and other cross-functional teams.
• Strong ownership, follow-up, and execution capability.
• Willingness to be hands-on with day-to-day facility and administration operations.