Senior Officer - Administration

Overview

This role involves managing comprehensive administrative services and facility operations at a plant located in Mundra, Gujarat. The Senior Officer - Administration will oversee infrastructure upkeep, housekeeping, security, transport, vendor relations, compliance, budgeting, and employee engagement to ensure the smooth functioning of plant administration.

Key Responsibilities

• Oversee maintenance and upkeep of plant buildings, offices, roads, utilities, gardens, and common areas.
• Coordinate preventive and breakdown maintenance activities with external vendors to guarantee uninterrupted services.
• Manage office space planning, asset inventory, and prepare workplaces for operational readiness.
• Supervise housekeeping service providers to uphold cleanliness standards and regulate canteen operations ensuring food quality and employee satisfaction.
• Ensure adequate availability of drinking water, sanitation, and welfare facilities for employees.
• Conduct regular audits and implement necessary corrective measures for housekeeping and related services.
• Oversee security agencies, control access systems, monitoring technologies like CCTV, and manage gate operations in compliance with security protocols.
• Organize visitor management including coordinating VIP and customer visits.
• Handle employee transportation services, vehicle hiring, route optimization, GPS tracking, fuel monitoring, and vendor performance evaluation.
• Arrange logistics support for official visits as required.
• Identify and onboard vendors providing housekeeping, security, transport, and facilities services; supervise their performance according to SLAs and oversee billing processes.
• Assist procurement actions and support initiatives aimed at optimizing costs in administration.
• Ensure adherence to Factory Act requirements and support inspections by statutory authorities maintaining relevant documentation.
• Manage compliance with labor laws related to contract workforce and service providers; liaise with local authorities and external agencies as needed.
• Prepare, monitor and control administrative budgets including OPEX and CAPEX; process purchase orders, invoices and payments through SAP.
• Drive initiatives aimed at cost savings and operational efficiencies.
• Coordinate township accommodation allocations and associated maintenance support.
• Support employee welfare activities, including cultural festivals, sports, and engagement programs.
• Address employee grievances pertaining to administrative services promptly.

Skills Required

• Proficiency in facility management and vendor relationships.
• Experience managing contract labor and compliance matters.
• Strong budgeting, cost control, and financial monitoring abilities.
• Skilled in SAP and Microsoft Office applications.
• Expertise in security and transport operations administration.
• Excellent communication and stakeholder engagement capabilities.
• Advanced problem-solving and negotiation skills.
• Thorough knowledge of labour regulations and factory administrative procedures.

Performance Metrics

• Compliance with housekeeping and hygiene standards.
• Maintenance of incident-free security operations.
• Employee satisfaction with canteen services.
• Transport service availability and effective utilization.
• Vendor adherence to service level agreements.
• Strict conformity to budget plans.
• Successful closure of audits and compliance reviews.
• Overall employee satisfaction with administration services.

Qualifications and Experience

• Graduate degree in any field; postgraduate qualifications such as MBA or PGDM in HR or Administration are preferred.
• Five to eight years of experience in plant administration, facility management, or industrial administration.
• Background in manufacturing, renewable energy, power sector, or heavy engineering preferred.