Admin Executive

Job Overview:

The Administrative Executive will be responsible for overseeing key administrative functions related to the canteen, transportation, and housekeeping services in a manufacturing environment. This position plays a vital role in ensuring the smooth operation of these services, contributing to the overall efficiency of the manufacturing facility. The role requires a highly organized individual with strong communication and coordination skills.

Key Responsibilities:

Canteen Services Management:

• Oversee the day-to-day operations of the staff canteen, ensuring food is available in sufficient quantity and meets quality standards.
• Coordinate with vendors and suppliers for food procurement, ensuring adherence to hygiene and safety standards.
• Maintain inventory of food supplies and consumables, ensuring timely orders and stock rotation.
• Monitor and ensure that the canteen environment is clean, safe, and conducive to employee well-being.
• Address any issues or concerns related to food quality, availability, or dietary requirements.
• Assist in organizing special meals or events for employees, such as celebrations or catering for meetings.
• Ensure compliance with food safety regulations and company policies.

1. Transportation Services Management:
• Oversee the coordination of employee transportation services, including shuttle schedules and vehicle maintenance.
• Ensure that transportation schedules are optimized for employee needs, including pick-up and drop-off points.
• Manage communication with transportation vendors or in-house drivers, ensuring timely and safe transportation.
• Monitor and address transportation-related concerns, such as delays, vehicle maintenance, and safety protocols.
• Maintain transportation records, including routes, schedules, and employee attendance on transportation.
2. Housekeeping Services Management:
• Supervise and coordinate housekeeping services within the manufacturing facility, ensuring cleanliness and hygiene standards are met.
• Schedule and supervise cleaning staff for daily, weekly, and periodic cleaning tasks (e.g., office spaces, production areas, restrooms).
• Ensure all areas, including office spaces, meeting rooms, production floors, and common areas, are maintained to a high standard of cleanliness.
• Monitor housekeeping inventory (cleaning supplies, equipment) and ensure timely reordering.
• Ensure compliance with safety and cleanliness protocols, including the proper disposal of waste and hazardous materials.
• Address any housekeeping-related concerns or issues raised by employees or management.
3. Vendor and Contractor Coordination:
• Manage relationships with third-party vendors and contractors for canteen, transportation, and housekeeping services.
• Ensure service contracts are up-to-date and in compliance with company policies.
• Evaluate vendor performance and take necessary actions to improve service quality or resolve issues.
4. Employee Support and Communication:
• Act as the point of contact for employees regarding transportation, canteen, and housekeeping services.
• Address employee feedback and resolve any service-related issues promptly.
• Communicate any changes in schedules, services, or policies to employees in a timely and clear manner.
5. Budget and Cost Control:
• Assist in preparing and managing the budget for canteen, transportation, and housekeeping services.
• Monitor expenses and identify cost-saving opportunities without compromising service quality.
• Ensure that services are delivered within budgetary constraints and in accordance with company policies.
6. Safety & Compliance:
• Ensure that all services comply with workplace safety, health, and hygiene regulations.
• Support initiatives to improve the safety and overall well-being of employees in relation to canteen, transportation, and housekeeping services.
• Maintain accurate records related to compliance, safety inspections, and audits.

Qualifications & Skills:

• Education: Bachelors degree, Facility Management, or related field preferred.
• Experience: 3+ years of administrative experience, preferably in a manufacturing environment or managing similar services (canteen, transportation, housekeeping).
• Skills:
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Ability to manage multiple vendors and coordinate various services.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience in managing budgets and cost control.
• Problem-solving skills and the ability to manage service issues effectively.
• Knowledge of workplace health, safety, and hygiene regulations is a plus.