Executive/Assistant Manager - Admin

Roles and Responsibilities

1. Site Administration & Facility Management

• Establish and manage site administrative infrastructure, including offices, guest houses, accommodation, canteen, and utilities.
• Coordinate housekeeping, pest control, landscaping, and maintenance activities.
• Coordination of statutory compliance related to Admin
• Ensure uninterrupted availability of drinking water, electricity, internet, and other essential services.
• Monitor vendor performance and service quality.
• Candidate should have hands-on experience in organizing and managing Company events and engagement programs at site locations as per management need like national festivals, sports activities, township/site events, welfare activities etc.
• Support during safety audits and emergency responses
• Coordination with local administration, hotels, transport providers, and service agencies

2. Transportation & Logistics

• Arrange transportation for employees, guests, and officials.
• Manage vehicle contracts, fuel consumption, and vehicle utilization.
• Coordinate airport/railway pickups and local transportation requirements.

3. Accommodation & Guest House Management

• Manage employee accommodation and guest house facilities including legal compliance.
• Coordinate room allocation, maintenance, and related services.
• Ensure comfortable stay arrangements for visitors and management personnel.
• Maintain records of company assets, furniture, office equipment

4. Contract & Vendor Management

• Identify, onboard, and manage service providers for administration activities.
• Monitor contract compliance, billing verification, and service-level performance.

5. Project Support Activities

• Support site mobilization activities during project construction.
• Coordinate office setup, furniture procurement, and infrastructure development.
• Facilitate arrangements for training programs, meetings, audits, and inspections.

6. Budget & Cost Control

• Prepare annual administration budgets.
• Monitor administrative expenses and identify cost-optimization opportunities.
• Verify and process vendor invoices for timely payment.

7. Employee Support Services

• Address employee concerns related to administration facilities.
• Coordinate employee engagement activities and welfare initiatives.
• Ensure a safe, hygienic, and employee-friendly work environment.

Technical / Soft Skill Required

• Budgeting and Cost Monitoring
• Stakeholder management
• Negotiation skills
• Ability to work in remote project site locations
• Team coordination across multiple service providers
• Billing Verification and Documentation
• Vendor Management, Negotiation Skills
• Strong Organizational and Communication Skills
• Proficiency in MS Office
• Working knowledge of SAP (PR, PO, SES and vendor bill processing) preferred.