3,822 Vendor Management Jobs

Site Admin- Roles and Responsibilities

Facilities Management

• Oversee the maintenance and upkeep of the sites infrastructure, ensuring facilities are operational and meet employee needs.
• Ensure that all facilities are safe, compliant with health and safety regulations, and properly maintained.
• Coordinate with maintenance staff and external contractors for repairs and improvements.

Transport & Canteen Management

• Manage employee transportation services, including scheduling and route planning.
• Ensure vendor-provided vehicles are well-maintained, safe, and compliant with all relevant regulations.
• Address transportation-related issues and optimize operations to maximize efficiency and minimize delays.
• Supervise the operations of the site canteen, ensuring food quality, hygiene, and service standards are consistently met.
• Collaborate with catering vendors to offer diverse, nutritious meal options and make improvements based on feedback.

Site Compliance & Audit Support

• Assist the ER Lead and Site People Advisor in ensuring site compliance with laws, regulations, and company policies.
• Support the implementation of compliance programs and initiatives.
• Prepare for and conduct site audits and customer audits, ensuring that all required documentation is in place and accessible.
• Support the DC Managers in implementing corrective actions in response to audit findings and ensure ongoing compliance.
• Support HSSE initiatives, ensuring safety standards are met, and participate in risk assessments and incident investigations as necessary.

Third-Party Staff Management

• Serve as the primary contact for third-party staff on-site, addressing concerns and ensuring adherence to workplace policies.
• Maintain accurate records of third-party staff information, including personal details, employment history, and contract terms.
• Oversee the onboarding process for third-party staff, ensuring proper orientation and training to familiarize them with workplace policies and procedures.
• Develop and maintain schedules to ensure adequate staffing levels aligned with business needs.
• Ensure all schedules comply with labour laws, organizational policies, and guidelines, including rest periods, maximum working hours, and overtime regulations.
• Monitor attendance records to ensure third-party staff use the designated system (e.g., biometric devices, attendance software) correctly.
• Track and manage all types of leave, including sick leave, vacation, and personal leave, for third-party staff.
• Ensure all third-party staff hours and overtime are accurately recorded and comply with contractual agreements.
• Generate reports on attendance, hours worked, overtime, and other scheduling metrics to provide insights for operational improvements.
• Analyse trends in attrition, absenteeism, and productivity to support workforce planning initiatives.

Third-Party Vendor Administration

• Manage relationships with third-party vendors, ensuring service level agreements (SLAs) are met.
• Ensure all third-party vendor operations comply with applicable labour laws and company policies.
• Ensure & verify that vendors provide necessary documentation, including offer letters, payslips, and ESIC TIC, to all third-party staffs.
• Collaborate with vendors to ensure smooth onboarding and offboarding processes.
• Provide feedback on performance and attendance-related issues, such as tardiness, absenteeism, or discrepancies in attendance records, to the third-party vendor for corrective action.
• Maintain documentation of feedback shared and follow up on improvement actions.

Invoice Management

• Review all invoices thoroughly to ensure accuracy in calculations, rates, and supporting documentation.
• Cross-check invoices against contracts, SLAs, or purchase orders to verify alignment with agreed terms.
• Route invoices through the appropriate approval workflows in a timely manner to prevent payment delays.
• Address and resolve invoice discrepancies, such as mismatched amounts, incorrect billing periods, or unapproved charges.
• Maintain an organized and up-to-date repository of all invoices, payment records, and supporting documents.
• Conduct monthly sample checks on claimed versus paid salaries and address any discrepancies with the vendor promptly.