Executive/Assistant Manager - Admin

Job description

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.