WE ARE HIRING – Sr ADMIN EXECUTIVE
Vilas Transcore Limited, Vadodara, is looking for a responsible and proactive Admin Executive to join our team.
Position: Sr Admin Executive
Location: Vadodara, Gujarat
Experience: 2–5 Years
Qualification: Graduate / MBA in HR & Administration preferred
Industry: Manufacturing
Key Responsibilities
1. Plant Administration
- Manage day-to-day administrative activities of the manufacturing plant.
- Ensure smooth functioning of office, plant and common facilities.
- Coordinate with Production, HR, Maintenance, Stores, Security and other departments for administrative requirements.
- Maintain administrative records, registers and documentation.
- Ensure availability of stationery, office supplies and other administrative consumables.
- Monitor general cleanliness, hygiene and upkeep of plant premises.
2. Housekeeping & Facility Management
- Supervise housekeeping activities across the plant, offices, restrooms, locker rooms and common areas.
- Ensure proper cleanliness in the entire factory.
- Monitor housekeeping manpower, attendance and work performance.
- Coordinate pest control, waste disposal, sanitation and other facility-related activities.
- Conduct regular facility inspections and report deficiencies to management.
- Coordinate maintenance of basic civil and facility infrastructure.
3. Security Management
- Coordinate with security agency and security supervisors for plant security.
- Monitor security manpower, attendance and deployment.
- Ensure proper implementation of gate entry and exit procedures.
- Monitor visitor, vehicle and material movement records.
- Ensure employees follow gate-pass and authorization procedures.
- Review security incidents and coordinate corrective actions.
- Monitor CCTV coverage and report security-related issues to management.
- Ensure compliance with security SOPs.
4. Transportation Management
- Coordinate employee transportation as per shift requirements.
- Prepare and maintain transport schedules and route details.
- Coordinate with transport vendors and drivers.
- Monitor vehicle availability, punctuality and employee pickup/drop arrangements.
- Address transportation complaints and ensure timely resolution.
- Maintain vehicle utilization and transportation-related records.
- Verify transportation bills and supporting documents before submission.
5. Canteen & Employee Welfare
- Coordinate day-to-day canteen operations.
- Monitor food quality, hygiene and cleanliness.
- Coordinate with the canteen vendor for meal arrangements as per shift strength.
- Monitor employee welfare facilities such as drinking water, seating, rest areas and other amenities.
- Collect employee feedback regarding administrative and welfare facilities.
- Coordinate corrective action for employee welfare-related issues.
6. Vendor & Contractor Management
- Coordinate with housekeeping, security, transportation, canteen, pest control and other service providers.
- Monitor vendor performance against agreed service requirements.
- Verify attendance, service records and bills submitted by vendors.
- Follow up for timely completion of contracted services.
- Escalate poor performance, service gaps or repeated complaints to management.
- Maintain vendor-related records and agreements.
7. Attendance & Manpower Coordination
- Monitor attendance of administrative staff, security, housekeeping and other outsourced manpower.
- Coordinate manpower requirements with HR and respective departments.
- Verify contractor manpower deployment against approved requirements.
- Report absenteeism, shortage and manpower issues to the concerned department.
- Maintain administrative manpower records.
8. Plant Infrastructure & Maintenance Coordination
- Coordinate with the Maintenance Department for administrative facility-related repairs.
- Report issues related to lighting, air conditioning, plumbing, furniture, doors, electrical points and other common facilities.
- Monitor timely completion of facility maintenance activities.
- Maintain records of complaints and corrective actions.
- Ensure administrative areas remain operational and well maintained.
9. Statutory & Compliance Support
- Support HR/Admin Head in maintaining statutory and regulatory records applicable to plant administration.
- Coordinate documentation required for factory, labour, fire, safety and other statutory inspections, wherever applicable.
- Maintain records related to licenses, agreements, AMC/service contracts and facility compliance.
- Support internal, customer and external audits by providing required administrative documents.
- Ensure timely renewal and follow-up of administrative licenses and service contracts.
10. Safety & Emergency Preparedness
- Coordinate with Safety and Maintenance teams for emergency preparedness.
- Ensure emergency contact numbers and important notices are displayed at designated locations.
- Support fire drill, emergency drill and evacuation activities.
- Ensure emergency routes and common areas are not obstructed.
- Report unsafe conditions observed in administrative and common areas.
11. Travel & Guest Management
- Coordinate accommodation and transportation arrangements for visitors, customers and company guests.
- Arrange meeting rooms and required facilities for visitors.
- Coordinate local travel requirements for management and official visitors.
- Maintain records of guest house, accommodation and travel arrangements.
12. Office Administration
- Manage stationery, printing materials, office supplies and general administrative inventory.
- Coordinate courier, postal and document dispatch activities.
- Maintain records of company vehicles, utility services and administrative assets.
- Support management meetings and administrative arrangements.
- Prepare routine administrative reports and MIS.
13. Purchase & Expense Coordination
- Raise administrative purchase requisitions as per approved requirements.
- Obtain quotations from approved vendors wherever required.
- Coordinate purchase of stationery, housekeeping materials, PPE-related administrative items and facility consumables.
- Verify invoices, bills and supporting documents.
- Coordinate with Accounts for timely processing of administrative payments.
- Monitor administrative expenses against approved budgets.
14. Employee Discipline & Support
- Support HR in maintaining discipline within administrative/common areas.
- Monitor compliance with company rules related to cleanliness, parking, smoking, unauthorized entry and general conduct.
- Record and report administrative violations to HR/Admin Head.
- Support employee grievance resolution related to facilities and administrative services.
15. MIS & Reporting : Prepare and submit regular reports such as:
- Daily administrative activity report.
- Security manpower and incident report.
- Canteen report.
- Vendor performance report.
- Facility maintenance/complaint report
Pay: ₹25,000.00 - ₹43,904.56 per month
Work Location: In person
