Administration Executive

JOB DESCRIPTION ADMIN EXECUTIVE

Designation: Admin Executive
Department: HR & Administration
Location: Parveen Industries Pvt. Ltd.
Reporting To: DGM – HR

Mail [email removed]

Key Responsibilities

1. Housekeeping Management

• Supervise daily housekeeping activities and ensure cleanliness of office, plant, common areas, washrooms and other facilities.
• Maintain daily housekeeping checklists and ensure timely completion of assigned activities.
• Monitor housekeeping staff attendance, discipline and work allocation.
• Coordinate with housekeeping contractors and ensure availability of required manpower and materials.
• Ensure proper hygiene, sanitation and workplace cleanliness standards.

2. Time & Attendance Management

• Monitor and maintain biometric/time attendance machines and ensure their proper functioning.
• Coordinate with HR/IT/vendor for attendance system-related issues.
• Check daily attendance data and identify missing punches, irregularities and system issues.
• Support HR in attendance correction, regularization and related reports.

3. Security Management

• Prepare and maintain security staff rosters and shift schedules.
• Monitor deployment of security personnel across gates and critical areas.
• Coordinate with the security agency regarding manpower, attendance, discipline and replacements.
• Ensure adherence to security procedures, visitor management and gate-control requirements.
• Maintain security-related records, registers and reports.

4. Facility Management

• Ensure smooth functioning and maintenance of office and plant facilities.
• Coordinate for electrical, plumbing, civil, AC, housekeeping, drinking water and other facility-related requirements.
• Follow up with vendors/service providers for timely completion of maintenance activities.
• Maintain facility maintenance records, AMC details and service schedules.
• Identify facility-related issues and ensure timely resolution.

5. Contract Labour Management

• Coordinate deployment and daily attendance of contract workers.
• Maintain contract labour records, manpower details and attendance data.
• Coordinate with contractors regarding manpower requirements, absenteeism and replacements.
• Support HR in maintaining statutory and compliance-related records of contract labour.
• Monitor discipline and adherence to company rules by contract workers.

6. Training Coordination

• Coordinate training activities as per the approved Annual Training Calendar.
• Maintain training records of workers and staff, including attendance and training details.
• Coordinate with trainers/HODs for training schedules and participant nominations.
• Maintain training effectiveness/feedback records wherever applicable.
• Ensure timely updating of employee training and competency records.

7. Overtime Management

• Collect and consolidate department-wise overtime details.
• Verify overtime data with respective HODs/supervisors before submission to HR/Payroll.
• Maintain monthly overtime records and prepare reports as required.
• Ensure overtime records are properly documented and submitted within the defined timeline.

8. Banking & Administrative Work

• Handle routine banking-related work on behalf of the organization.
• Coordinate with banks for deposits, cheque-related work, document submission and other administrative requirements.
• Maintain records of banking transactions/documents handled through Administration.
• Coordinate with Finance/Accounts for banking-related requirements.

9. Event & Employee Engagement Management

• Coordinate and manage company events, celebrations and employee engagement activities.
• Arrange venue, food, seating, decoration, logistics and other event requirements.
• Coordinate with vendors and internal departments for successful execution of events.
• Support organization of festivals, annual functions, employee engagement activities, safety events and other company programs.
• Maintain event-related records and expenditure details.

10. General Administration

• Maintain administration-related registers, checklists, records and MIS.
• Coordinate with various departments for day-to-day administrative requirements.
• Ensure availability of office/administrative consumables and essential facilities.
• Handle vendor coordination and follow up for administrative services.
• Support HR & Administration in audits, inspections and compliance activities.
• Perform other administrative responsibilities assigned by the management.

Key Performance Indicators (KPIs)

KPI Area

Key Measure

Housekeeping

Daily checklist compliance and cleanliness standards

Attendance

Accurate and timely attendance data

Security

100% roster coverage and security manpower availability

Facility Management

Timely resolution of facility-related issues

Contract Labour

Accurate attendance and manpower records

Training

Training conducted as per approved calendar

Overtime

Accurate and timely submission of OT records

Banking

Timely completion of assigned banking activities

Events

Smooth and timely execution of company events

Documentation

Accurate and timely maintenance of records/MIS

Qualification & Experience

• Graduate in any discipline; Diploma/Degree in HR, Administration or a related field preferred.
• 3–6 years of experience in Administration / Facility Management / HR Administration.
• Experience in a manufacturing/industrial environment will be preferred.
• Working knowledge of MS Excel, Word and basic HR/attendance systems.

Key Competencies

• Strong coordination and follow-up skills.
• Good communication and interpersonal skills.
• Ability to manage multiple administrative activities simultaneously.
• Good knowledge of Excel and record management.
• Vendor and contractor management skills.
• Strong discipline and attention to detail.
• Problem-solving and time-management abilities.

Ability to work independently and coordinate with multiple departments