Site Admin

Job description

APM Terminals Position: Site Administrator Department: Operations / AdministrationLocation: Valiant Amruth India Infra Pvt Ltd, Survey -No.169, Haradi Village, Jangamkote, Sidlaghatta, Chikkaballapur - Bangalore- 562102 Google link:  https://share.google/EypUEsSpt7tylmlE1 Job Purpose The Site Administrator is responsible for ensuring smooth administrative, facility, compliance, and vendor management activities at the warehouse site. The role supports day-to-day operations by maintaining infrastructure, managing documentation, attendance, procurement processes, vendor coordination, asset management, and regulatory compliance. Key Responsibilities 1. Facility Management • Ensure overall upkeep and maintenance of the warehouse facility. • Monitor office infrastructure, utilities, lighting, housekeeping, and common areas. • Coordinate with vendors for facility repairs and maintenance activities. • Ensure all facility-related issues are addressed within defined timelines. 2. Attendance & Manpower Management • Maintain daily attendance records of employees and contract manpower. • Track absenteeism, overtime, and shift attendance. • Coordinate with HR and manpower vendors for attendance reconciliation. • Ensure timely submission of attendance reports. 3. Documentation & Compliance • Maintain statutory, compliance, and operational records. • Ensure all SOPs, licenses, permits, and audit documents are updated and available. • Support internal, external, customer, and regulatory audits. • Maintain document control and record retention as per company guidelines. 4. PR & PO Management • Raise Purchase Requisitions (PRs) for site requirements. • Follow up on approvals with relevant stakeholders. • Coordinate with procurement teams for Purchase Order (PO) generation. • Track PR/PO status and ensure timely closure. 5. Invoice Verification & Submission • Collect invoices from vendors and service providers. • Verify invoice details against approved POs and services rendered. • Submit invoices to the finance team for processing. • Track payment status and coordinate with finance for timely vendor payments. 6. Vendor & Housekeeping Management • Monitor the performance of facility, housekeeping, and support service vendors. • Ensure housekeeping standards, cleanliness, and hygiene are maintained across the site. • Conduct periodic vendor performance reviews. • Ensure vendor staff compliance with safety, grooming, and workplace standards. 7. AMC & Machinery Monitoring • Maintain records of all machinery and equipment under AMC. • Track AMC validity and renewal dates. • Coordinate preventive maintenance schedules. • Liaise with vendors during equipment breakdowns and service activities. • Ensure minimum downtime of critical equipment. 8. Site Gemba & Audit Management • Conduct daily site inspections and Gemba walks. • Identify safety, quality, compliance, and facility-related gaps. • Track corrective and preventive actions until closure. • Support continuous improvement and Kaizen initiatives. 9. Administrative Support • Provide administrative support to warehouse operations and support functions. • Coordinate meetings, visitor management, and site-level administrative activities. • Arrange office supplies and site requirements as needed. 10. Asset Management • Maintain records of company assets issued to employees. • Coordinate issuance and tracking of ID cards, uniforms, lockers, stationery, and related items. • Conduct periodic asset verification and reconciliation. • Ensure proper control of asset inventory. Key Skills & Competencies • Facility & Vendor Management • Documentation & Compliance Management • Procurement Coordination (PR/PO Process) • Invoice and Payment Tracking • Audit & Gemba Management • Asset Management • Strong MS Excel and Reporting Skills • Communication & Coordination Skills • Problem Solving and Follow-up • Attention to Detail Educational Qualification • Bachelor's Degree in Business Administration, Commerce, Operations Management, or related field. • Relevant experience in warehouse administration, facility management, or operations support preferred. Experience • 2-5 years of experience in warehouse administration, facility management, logistics, or operations support roles. Key Performance Indicators (KPIs) • Attendance accuracy and timely reporting. • PR/PO turnaround time. • Invoice submission and payment tracking efficiency. • Audit compliance score. • Facility maintenance and issue closure rate. • Vendor performance compliance.</li