Job Responsibilities :
- To ensure and facilitate healthy & harmonious climate in the office for the achievement of goals of the organization.
- Liasoning with government officials for day to day operation.
- Will be responsible for all Govt. liasoining + Admin work of Company's Corporate Office.
- He or she may also be the sole person that provides administrative support to a particular division, department, or business or organization as a whole.
Responsibility Area Functions
Repair & Maintenance
- Development and maintenance of office's Equipment. (Genset & AC)
- Development and maintenance of Office Infrastructure.
- Maintenance of Office Canteen and initiate the measures to enhance the same.
- Preparation of Work Approval Form / Purchase Requisition.
- Raise PO in SAP
- Ensure timely repair and maintenance of furniture's and fixtures. Vehicle Running Maintenance
- Maintenance of office vehicles.
- Timely renewal of Bluebook and Pollution certificate of office vehicle of all Units incl Factory (Pool Car, Company provided Car and Bike to employees)
- Control on Administrative Overhead costs
- Tracking & controlling the Electricity & Water bill
- Stationary items and machineries
- Track budget vs actual expenses of all items/activities under the scope of Admin.
- Ensure no overshoot from the budget.
- Propose and implement ways to reduce expenses by adopting more efficient ways of working/adopting technology
- Procurement of stationeries
- Security Expenses pertaining to the company.
- Track vehicle running expenses.
- Maintain monthly MIS of all the administrative expenses.
- Prepare CAR (Complete Administrative Report) on monthly basis.
AMC & Contract Management
- Prepare and administer contracts of all the outsourcing services of the company.
- Maintain a complete database of all the contracts of the company pertaining to Admin Deptt.
- Renewal of AMC on the stipulated time.
- New AMC for office maintenance as per requirements.
- Make a regular stock assessment of goods required for the smooth implementation of office and upkeep of the premise.
- Maintain a systematic database of the assets.
- Perform periodic checks on the assets for relocation, repair or discard.
- Record the purchase of the new asset and check for defaults.
- Ensure repair and maintenance of the assets.
Security and Safety
- Filtration of un-welcomed visitors.
- Managing the visitors coming for Donations, Sahyog etc.
- Coordinating and ensuring the security of employees & office.
- Ensure proper security measures in the Corporate office, Guesthouse, MD house, Godown.
- Oversee the outsourced security and ensure they are on rotation as per agreement. Guest House Management
- Supervise and allot vigilant security inside the Guest House.
- Initiate ways to reduce cost of the GH operations.
Rent Management & Contract
- Manage timely payment of Rent (Corp Office, Guest House etc.)
Compliance, Liasoning & Government requirement:
- Assist management in resolving all the legal cases.
- Liasoning with Government Officials, Ministers and Secretary, Local police, Other local administrative officials.
- To ensure business continuity.
- Responsible for both Domestic and International Courier Management.
- Identifies ways to reduce the cost as the same time maintains the quality (timely delivery of the courier) Corporate Social Responsibility
- Ensure the company gets involved in CSR activities in close coordination with HR-Head.
- Get involved in CSR Activities as per the set budget within the stipulated timeline.
- Raise Capex as per the approved Capex Budget (Quotation, Cost Analysis, PAW)
- Ensure said assets get delivered within the stipulated timeline.
- Coordinate with Purchase to get the best rates and route the same through PAW.
- Coordinate with F&A for Capex Capitalization after completion of Capex.
- Coordinate with F&A for FAD/FAT as per the business.
- Responsible for Audit of Admin domain.
- Ensuring Renewal of contracts of Medical Consultants, Guesthouse, Consultants, Annual Increment of Consultants etc.
- Ensure timely payment advice to accounts as per HR & Admin Requirements.
- Preparing Payment Advice of GH Sweeper , Electrician & Carpenter.
- As and when required as per business needs provide administrative support to Factory Outside Valley.
Business Sustainability Model
- HR & Admin Overheads (respective Scope area) tracking and initiate corrective measures for cost savings. (Business Sustainability Model).
- Any other responsibilities as and when assigned by Head-HR
- Knowledge of SAP would be preferred