Administration Head

Role & responsibilities

Key Responsibilities

1. Building & Facility Management

• Manage day-to-day operations and maintenance of the office/building facilities.
• Coordinate with vendors for electrical, plumbing, HVAC, civil, security, and other facility-related requirements.
• Ensure preventive and corrective maintenance is carried out on time.
• Monitor facility-related expenses and ensure optimum utilization of resources.
• Maintain records of AMC, maintenance activities, equipment, and service contracts.
• Coordinate with landlords/building management wherever applicable.

2. Canteen Management

• Manage day-to-day canteen operations and ensure quality and hygiene standards.
• Coordinate with canteen vendors and monitor food quality, quantity, and service.
• Ensure compliance with applicable food safety and hygiene requirements.
• Conduct regular inspections and collect employee feedback.
• Monitor canteen attendance, consumption, billing, and vendor performance.
• Ensure proper cleanliness and maintenance of the canteen area.

3. Building Safety & Compliance

• Ensure workplace safety standards are maintained across the premises.
• Monitor fire safety systems, fire extinguishers, emergency exits, alarms, and evacuation arrangements.
• Coordinate fire drills and emergency preparedness activities.
• Ensure safety signage and emergency information are displayed appropriately.
• Coordinate with security and facility teams during emergencies.
• Maintain records of safety inspections, incidents, drills, and corrective actions.
• Coordinate with external agencies for required inspections and statutory compliance.

4. Housekeeping Management

• Manage housekeeping staff and ensure cleanliness of office/common areas.
• Monitor daily housekeeping activities and manpower deployment.
• Ensure proper cleaning of washrooms, workspaces, cafeteria, meeting rooms, and other common areas.
• Ensure adequate availability of cleaning materials and consumables.
• Conduct regular housekeeping audits and take corrective actions.
• Manage housekeeping vendor performance and attendance.

5. Stationery & Office Consumables

• Manage procurement and inventory of stationery and office consumables.
• Maintain minimum and maximum stock levels.
• Issue stationery to departments as per requirements and company policy.
• Maintain proper records of consumption and inventory.
• Coordinate with vendors for timely procurement and cost-effective supplies.
• Control unnecessary consumption and minimize wastage.

6. Transport Management

• Manage employee transportation services, including buses/cabs, wherever applicable.
• Coordinate with transport vendors and ensure availability of vehicles as per requirement.
• Monitor vehicle routes, schedules, attendance, and utilization.
• Ensure vehicles are properly maintained and comply with applicable safety requirements.
• Handle employee transport-related concerns and resolve issues promptly.
• Monitor transport bills and vendor performance.
• Ensure proper documentation and records related to transportation.

7. Vendor Management

• Identify and coordinate with facility and administration vendors.
• Obtain quotations and negotiate commercial terms wherever required.
• Monitor vendor performance, service quality, and compliance.
• Ensure timely renewal of AMC/service contracts.
• Verify vendor bills against actual services delivered before processing.

8. General Administration

• Handle day-to-day administrative activities and employee facility requirements.
• Maintain administration-related MIS and reports.
• Monitor administrative expenses and support cost-control initiatives.
• Coordinate internal events, meetings, employee activities, and other administrative requirements.
• Ensure proper documentation and record keeping.
• Support HR in employee welfare and engagement activities wherever required.

Preferred candidate profile

Preferred Candidate Profile

• 610 years of experience in Administration / Facility Management, preferably in an automotive or manufacturing organization.
• Strong experience in managing building facilities, housekeeping, canteen, transport, stationery, and vendors.
• Good knowledge of workplace safety and facility-related statutory requirements.
• Ability to manage multiple vendors and administrative activities simultaneously.
• Strong coordination, communication, and negotiation skills.
• Should be proactive, organized, and capable of handling employee and facility-related issues independently.