JOB DESCRIPTION
A. General Administration
- Manage day-to-day administrative activities of the warehouse/unit.
- Ensure smooth functioning of office and warehouse support services.
- Maintain administrative records, registers, files, and documents.
- Coordinate with Head Office and various departments for administrative requirements.
- Handle stationery, office supplies, uniforms, ID cards, and other administrative requirements.
- Monitor and control administrative expenses.
B. Facility Management
- Ensure proper maintenance of buildings, office premises, warehouse facilities, and common areas.
- Coordinate electrical, plumbing, civil, equipment, and other maintenance activities.
- Monitor housekeeping and hygiene standards.
- Ensure proper functioning and maintenance of drinking water, sanitation, lighting, ventilation, and other employee facilities.
- Coordinate with vendors/service providers for facility-related requirements.
C. Security Management
- Supervise security activities and ensure proper deployment of security personnel.
- Monitor employee/visitor entry and exit procedures.
- Ensure proper maintenance of security registers and records.
- Monitor vehicle movement and gate-entry procedures.
- Coordinate with security agencies and ensure compliance with company security procedures.
D. Transport & Vehicle Management
- Coordinate company vehicle requirements and transportation arrangements.
- Monitor vehicle usage, maintenance, fuel records, and related documents.
- Ensure proper maintenance of vehicle logbooks.
- Coordinate employee transportation requirements, wherever applicable.
E. Housekeeping & Canteen Management
- Monitor housekeeping staff and ensure cleanliness standards are maintained.
- Coordinate canteen operations and monitor food quality, hygiene, and service.
- Ensure proper maintenance of canteen-related records and registers.
- Coordinate with vendors and contractors for housekeeping and canteen services.
F. Vendor & Contractor Management
- Coordinate with vendors and service providers for administrative requirements.
- Verify service quality and ensure timely completion of assigned work.
- Monitor contractor attendance and service records.
- Coordinate bills/invoices with the concerned departments for verification and processing.
- Maintain vendor and contractor-related documents.
G. Employee Welfare & Engagement
- Support employee welfare activities and engagement programs.
- Coordinate employee events, celebrations, awareness programs, and other activities.
- Ensure employee facilities are maintained properly.
- Address administrative-related employee concerns and coordinate for timely resolution.
H. Safety & Compliance Support
- Coordinate with the HR and Safety teams for implementation of safety requirements.
- Ensure emergency equipment and facilities are properly maintained.
- Support fire safety drills, emergency preparedness activities, and safety programs.
- Ensure required notices, displays, registers, and records are maintained.
- Support internal, customer, and statutory audits by providing required administrative documents and records.
- Ensure timely closure of administration-related audit NCs.
I. Documentation & Reporting
- Maintain daily, weekly, and monthly administrative reports.
- Prepare MIS reports related to manpower, security, housekeeping, transport, canteen, maintenance, and expenses.
- Maintain all administration-related registers and records.
- Submit reports and updates to management within the specified timelines.
J. Team Management
- Supervise administration support staff and service personnel.
- Allocate duties and monitor work performance.
- Conduct regular follow-ups with team members and vendors.
- Identify manpower/resource requirements and coordinate recruitment or replacement requirements with HR.
Key Performance Indicators (KPIs)
- Timely completion of administrative activities.
- Facility maintenance and housekeeping standards.
- Security compliance and incident control.
- Vendor and contractor management effectiveness.
- Timely closure of audit observations/NCs.
- Administrative cost control.
- Employee satisfaction regarding administrative facilities.
- Timely submission of reports and records.
- Compliance with company policies and procedures.
- Effective coordination with HR, Safety, Stores, Operations, and Head Office.
Required Qualifications
- Bachelor's degree in Business Administration, Management, or any relevant discipline.
- Additional qualification in HR/Administration will be an advantage.
- Good knowledge of MS Office, particularly Excel and Word.
- Good communication and coordination skills.
Experience
- 8–10 years of relevant experience in Administration, preferably in a manufacturing, warehouse, logistics, or garment industry.
- Experience in facility management, security, housekeeping, transport, vendor management, and audit coordination is preferred.
Required Skills
- Strong administrative and organizational skills.
- Good communication and interpersonal skills.
- Team handling and coordination ability.
- Problem-solving and decision-making skills.
- Vendor and contractor management.
- Good knowledge of documentation and reporting.
- Ability to work under pressure and meet deadlines.
- Basic knowledge of statutory and safety compliance.
- Good proficiency in MS Excel and MS Office.
Authority
- Coordinate and monitor administration-related activities within the assigned unit.
- Allocate work to administration support staff.
- Coordinate with vendors and service providers within approved company procedures.
- Escalate major administrative, security, facility, and employee welfare issues to management.
Accountability
The Assistant Manager – Administration is responsible for ensuring smooth, safe, cost-effective, and compliant administrative operations of the assigned unit/warehouse and for maintaining required records and service standards.
Pay: ₹30,000.00 - ₹40,000.00 per month
Benefits:
- Health insurance
- Leave encashment
- Provident Fund
Work Location: In person
