Administration Officer

Job Summary

We are looking for an experienced Administration professional to manage day-to-day administrative operations and ensure smooth functioning of the office/plant facilities. The role will involve facility management, security, housekeeping, vendor coordination, employee support, statutory compliance, and overall administration in a structured manufacturing/defence environment.

Key Responsibilities

* Manage day-to-day administrative activities of the plant/office and ensure smooth functioning of all facilities.

* Handle facility management, including housekeeping, maintenance, utilities, canteen, transport, and other employee support services.

* Coordinate with security agencies and ensure effective security and access-control systems within the premises.

* Manage visitor management, gate entry, employee movement, material movement, and security protocols.

* Coordinate with external vendors, contractors, and service providers for administrative requirements.

* Manage vendor negotiations, quotations, work orders, service agreements, and bills related to administration.

* Ensure timely maintenance and upkeep of office, plant, common areas, equipment, and other infrastructure.

* Monitor housekeeping, sanitation, waste management, pest control, and overall workplace hygiene.

* Coordinate employee transportation, travel arrangements, accommodation, and other administrative requirements as required.

* Maintain records related to assets, vendors, contracts, AMC, licences, renewals, and administrative expenses.

* Support procurement of administrative stationery, consumables, uniforms, safety items, and other required materials.

* Coordinate with government authorities, local bodies, contractors, and other external agencies whenever required.

* Ensure compliance with applicable statutory, safety, security, and administrative requirements.

* Support audits, inspections, and documentation related to administration and facility management.

* Handle emergency preparedness, fire safety coordination, mock drills, and other workplace safety-related administrative activities in coordination with relevant teams.

* Monitor administrative budgets and control operational expenses.

* Prepare regular MIS reports related to administration, expenses, vendors, facility services, and other key activities.

* Coordinate with HR, Finance, Purchase, Security, EHS, Maintenance, and other departments for smooth operational support.

* Handle employee grievances and administrative concerns and ensure timely resolution.

* Ensure confidentiality and proper handling of sensitive company information and documents.

* Perform any other administrative responsibilities assigned by the management.

Required Skills & Competencies

* Strong experience in plant/office administration and facility management.

* Good knowledge of vendor and contractor management.

* Experience in handling security, housekeeping, transport, canteen, and maintenance activities.

* Good understanding of statutory and administrative compliance.

* Strong coordination, negotiation, and communication skills.

* Good documentation and MIS/reporting skills.

* Ability to manage multiple administrative activities independently.

* Strong problem-solving and decision-making skills.

* Proficiency in MS Office, particularly Excel and Word.

* Ability to work effectively in a manufacturing/engineering/defence environment.

Qualification

* Graduate in any discipline.

* MBA/PG Diploma in HR, Administration, Facility Management, or a related field will be an added advantage.

Experience

* 8+ years of relevant experience in Administration, preferably in a manufacturing, engineering, defence, infrastructure, or industrial environment.