Administration Offroll

Job description

**Role & responsibilities** Key Roles & Responsibilities 1. Office Administration - Ensure smooth day-to-day administration of office and site facilities. - Manage office infrastructure, furniture, stationery, housekeeping, pantry, and other administrative services. - Monitor upkeep and maintenance of office premises. - Maintain administrative records, files, agreements, and documentation. - Coordinate office movements and seating arrangements of employees. - Support management in administration-related decision-making. 2. Facility Management - Supervise housekeeping, pest control, waste management, and sanitation activities. - Coordinate with civil, electrical, plumbing, and maintenance teams for facility upkeep. - Monitor operation and maintenance of office buildings, guest houses, hostels, and township facilities. - Conduct regular inspections and identify improvement opportunities. - Ensure timely rectification of facility-related complaints. 3. Accommodation & Township Management - Coordinate allotment of company accommodation, guest houses, and bachelor hostels. - Maintain accommodation records and occupancy status. - Coordinate with HR and concerned departments for onboarding accommodation requirements. - Facilitate movement-in and movement-out processes. - Support Township Management Committee activities and implementation of committee decisions. - Monitor maintenance and cleanliness of residential facilities. 4. Transport Management - Arrange transportation for employees, visitors, consultants, and senior management. - Coordinate vehicle deployment, driver scheduling, and route planning. - Monitor fuel consumption, vehicle utilization, and maintenance records. - Ensure compliance with vehicle operation guidelines and company policies. - Verify transport vendor invoices and supporting documents. - Coordinate transport arrangements during VIP visits and company events. 5. Vendor & Contract Management - Coordinate with service providers for manpower, housekeeping, transport, catering, and facility management services. - Monitor vendor performance against agreed service levels. - Verify invoices, attendance sheets, work completion reports, and service records. - Assist in preparation of PRs, service orders, amendments, and contract renewals. - Maintain vendor database and contract records. - Ensure timely processing of vendor payments. 6. Procurement Support - Initiate Purchase Requisitions (PRs) for administrative requirements. - Coordinate with procurement and commercial departments for material and service procurement. - Track PRs, POs, and delivery schedules. - Maintain inventory of consumables and office supplies. - Ensure cost-effective procurement practices. 7. Guest House & Hospitality Management - Manage booking and allocation of guest house rooms. - Coordinate hospitality arrangements for visitors, consultants, auditors, and dignitaries. - Ensure quality food, housekeeping, and room services. - Arrange conference rooms, meeting facilities, refreshments, and event logistics. - Maintain guest records and occupancy reports. 8. Safety Management - Coordinate with safety department in terms of Administration services and requirement. - Coordinate incident reporting and investigation support. - Ensure compliance with safety and security procedures. 9. Event & Meeting Coordination - Organize departmental meetings, management reviews, events, conferences, and celebrations. - Coordinate logistics, transportation, accommodation, food arrangements, and venue preparation. - Prepare meeting schedules, MOMs, attendance records, and action trackers. - Support site visits by senior management and external stakeholders. 10. Documentation & MIS Reporting - Maintain administrative MIS reports. - Prepare monthly reports on accommodation, transport, facility management, and vendor performance. - Maintain databases related to contracts, assets, employee accommodation, and transport operations. - Generate reports for management review and decision making. - Ensure proper record keeping and document control. 11. Budget & Cost Control - Assist in preparation of annual administration budgets. - Monitor administrative expenses and service costs. - Identify cost-saving opportunities. - Track monthly expenditure against approved budgets. - Support financial planning for administrative operations. 12. Compliance & Statutory Coordination - Ensure compliance with company policies and administrative procedures. - Maintain records related to contracts, licenses, agreements, and statutory documents. - Support internal and external audits. Key Performance Indicators (KPIs) - Facility uptime and maintenance compliance. - Timely accommodation allotment and occupancy management. - Vehicle utilization and transport efficiency. - Vendor performance and service quality. - Budget adherence and cost optimization. - Timely PR and invoice processing. - Employee satisfaction regarding administrative services. - Closure rate of administrative complaints. - Compliance with company policies and audit requirements. **Preferred candidate profile** Candidates who have work experience (On Roll & Off Roll) in Vedanta, Hindalco, TATA, Dalmia Cement, RBI & SAIL Durgapur are preferred.