Administration Officer

Job Summary:

We are seeking a highly organized and experienced Admin Officer to join our team. The successful candidate will be responsible for managing the day-to-day administrative tasks, ensuring seamless operations, and providing exceptional support to the team.

Key Responsibilities:

1. Transportation Management

• Fleet Management: Overseeing the external of vehicles, ensuring proper maintenance, insurance, and regulatory compliance.
• Transport Scheduling: Managing the schedules meeting with the vendors to arrange transport buses for employees needs ensuring timely and efficient transport arrangements.
• Vendor Coordination: Liaising with external transportation vendors for special transport needs. To review the employee strength reduce or increase as per the requirements from HR
• Cost Management: Managing transportation-related costs, vendor contracts, and finding ways to optimize expenses.
• Logistics Support: Ensuring smooth transportation logistics for meetings, events, or employee travel, organizing car rentals.
• Employee Transportation: Coordinating pick-up and drop-off services for employees, especially in large organizations.
• Vehicle Audit:- To conduct regularly audit and surprise audit checking service records carried out by the vendors, driver details to be collating

2. Canteen Management

• Canteen Operations: Overseeing the day-to-day operations of the company canteen, including food preparation, menu planning, and quality control.
• Vendor Management: Managing contracts with external catering services, food suppliers, or vendors to ensure quality and cost-effective food options.
• Hygiene and Safety Standards: Ensuring the canteen adheres to health and safety regulations, cleanliness standards, and food safety protocols.
• Employee Satisfaction: Gathering feedback from employees to improve food offerings and maintaining a good dining experience for staff.
• Inventory and Supplies Management: Managing inventory levels of food and canteen supplies, ensuring timely procurement of necessary items, and reducing waste.
• Budget Management: Monitoring the budget for the canteen, controlling costs, and optimizing food service operations.

3. Security Management

• Security Oversight: Ensuring the safety and security of the office premises, employees, and company assets. This includes managing security personnel and systems.
• Access Control: Implementing access control systems such as ID cards, biometric scans, or security checks for employees, visitors, and contractors.
• Emergency Preparedness: Developing and maintaining emergency response plans, including fire drills, evacuations, and natural disaster preparedness.
• Security Vendor Management: Coordinating with external security service providers or managing the internal security staff to ensure 24/7 protection and vigilance.

4. Budget Consolidation

• Budget Planning: Collaborating with various departments to consolidate and review the annual budget for administrative operations.
• Expense Tracking: Monitoring and tracking administrative expenses related to transportation, canteen, security, and office operations.
• Financial Reporting: Preparing detailed budget reports and providing summaries to senior management, ensuring financial goals and objectives are met.
• Cost Optimization: Identifying areas to reduce costs or improve efficiencies across administrative functions without compromising on service quality.
• Compliance: Ensuring that spending is in line with company policies, and maintaining accurate records for audits and reporting purposes.
• Forecasting: Estimating future budgetary needs based on historical trends and changes in the organizations operations.

5. Overall Administrative Activities

• Office Operations: Overseeing all aspects of office management, including facilities maintenance, office supplies, and equipment management.
• Staff Coordination: Managing administrative support staff and ensuring smooth operations across different teams (e.g., HR, IT, Sales and production teams).
• Event Coordination: Managing office events, conferences, workshops, and meetings, including logistics, venues, and catering.
• Policy Implementation: Ensuring the companys administrative policies and procedures are adhered to across all functions, including safety, procurement, and office operations.
• Data and Records Management: Ensuring the effective management of office documentation, records, contracts, and other sensitive information.
• Vendor Management: Overseeing contracts and relationships with external service providers, such as cleaning, maintenance, and office supply vendors.
• Health & Safety Compliance: Ensuring that the workplace is in compliance with health and safety regulations and that employees are aware of safety practices and emergency procedures.
• Employee Services: Ensuring that employee services, such as transportation, security, and canteen, are running smoothly and are aligned with staff needs.

Preferred candidate profile

Education Qualification:

BBA /MBA, B.com/M.com, Bachelor's/Master's in Public Administration, Bachelor's/ Master's in Office Administration, PGDA - A specialized diploma that provides advanced training in administration and management, B.Tech/M.Tech.

Skills: Ability to handle multiple areas such as transportation, security, canteen, Budgeting and Financial Acumen, and strong vendor management while ensuring they operate smoothly

Perks and benefits

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