Title:  Sr.Executive Admin

Job Summary

Sr. Executive Admin oversees contract manpower, employee transportation, office maintenance, vendor coordination, and compliance. Responsibilities include canteen and pantry management, guest handling, event coordination, and regulatory adherence. The role ensures smooth facility operations, timely procurement, invoice processing, and workforce efficiency. Additionally, it involves MIS reporting, medical health card management, and casual labor deployment, contributing to a well-organized, safe, and productive workplace environment.

Roles & Responsibilities

1. Contract Manpower & Workforce Management:

• Manage agreements with contract manpower vendors, ensuring compliance with organizational policies and labor laws.
• Oversee outsourced workmen deployment, track daily attendance, and review absenteeism to ensure smooth operations.
• Verify and approve workmen attendance records before processing payroll.
• Maintain detailed records of outsourced workers and ensure all required documentation is up to date.
• Ensure minimum wage revisions are implemented as per regulatory notifications.

2. Employee Transportation & Travel Support:

• Organize daily employee transportation and special arrangements for employees working beyond office hours.
• Manage flight, hotel, visa, and travel bookings for employees traveling for business.
• Arrange transportation for guests, visitors, and VIPs as per requirements.

3. Facility & Hospitality Management:

• Supervise canteen operations, ensuring quality food supply and hygiene standards.
• Manage procurement and stock of pantry consumables, housekeeping tools, and snack supplies.
• Oversee landscaping and gardening services to maintain a pleasant work environment.
• Ensure a well-maintained office environment by coordinating with facility service providers.

4. Guest & Visitor Management:

• Arrange and coordinate visits of customers, business partners, and guests.
• Ensure hospitality services such as refreshments, transportation, and meeting room arrangements are provided.

5. Office Maintenance & Vendor Coordination:

• Oversee office maintenance activities, ensuring timely resolution of infrastructure and service issues.
• Work closely with vendors and suppliers to ensure quality service delivery.
• Coordinate domestic waste management and cleaning services in collaboration with the procurement team.
• Process invoices and payments for all facility and administrative vendors.

6. Compliance & Documentation:

• Maintain a database of outsourced workers, including attendance, wage details, and compliance records.
• Arrange ID cards, business cards, and access credentials for new joiners.
• Ensure all administrative processes comply with company policies and regulatory requirements.

7. MIS & Financial Management:

• Consolidate and maintain data on all administrative expenses.
• Track daily expenses, prepare financial reports, and perform reconciliation work.
• Assist in the preparation of budgets for facility and administrative functions.

8. Medical Health Card & Insurance Support:

• Maintain health card records and track employee medical insurance details.
• Prepare necessary documents for medical and vaccination processing.
• Ensure proper alignment of staff for medical checkups and other health-related activities.

9. Casual Labor Supply Management:

• Process departmental requests for casual labor and ensure proper approvals.
• Coordinate with labor suppliers to deploy casual workers as per business needs.
• Maintain a database of hired labor and share hourly cutoff details with finance twice a month.

10. Event & Festival Coordination:

• Plan and execute company-wide festivals, celebrations, and employee engagement activities.
• Work with internal teams and vendors to ensure smooth execution of events.
• Manage logistics and vendor support for events.

KPIs

• Contract Manpower & Workforce Management
• Employee Transportation & Travel Support
• Facility & Hospitality Management
• Guest & Visitor Management
• Office Maintenance & Vendor Coordination
• Compliance & Documentation
• MIS & Financial Management
• Medical Health Card & Insurance Support
• Casual Labor Supply Management
• Event & Festival Coordination

Work experience requirement

• 4+ years of experience in administrative and facility management roles.
• Experience in contract labor management and vendor coordination is preferred.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and SAP systems.

Qualification

Bachelor's/master’s degree in business administration, Facility Management, or a related field.

Competencies