Administration Officer

JOB DESCRIPTION

ADMIN OFFICER

Position

Admin Officer

Function

Administration / Facilities

Location

Kolkata

Experience

Minimum 3 years

Industry

Manufacturing / Industrial operations

Reporting to

Administration Manager / Head of Administration

Role Purpose

To coordinate day-to-day administrative services for the Kolkata office and associated business operations, ensuring reliable travel support, housekeeping, guest-house services, vendor coordination, and timely processing of bills and records. The role supports a safe, clean, cost-conscious, and service-oriented workplace in a manufacturing organisation.

Key Responsibilities

Travel and Ticketing

• Arrange domestic and, where required, international air, rail, and road bookings for employees and business visitors in line with approved travel requests and company policy.
• Coordinate itineraries, changes, cancellations, refunds, hotel bookings, and local transport; share confirmations promptly and maintain booking records.
• Compare available options for cost, schedule, and policy compliance before confirming bookings.

Housekeeping and Facilities

• Monitor housekeeping services at office premises and coordinate daily cleaning, pantry upkeep, washroom hygiene, and common-area readiness.
• Track attendance and service quality of housekeeping personnel; raise and follow up on service issues with the agency or supervisor.
• Coordinate routine facility maintenance, repairs, utilities, office supplies, and access to service areas; escalate safety or operational concerns.

Guest House and Visitor Support

• Coordinate guest-house room availability, reservations, check-in/check-out, housekeeping, linen, and basic amenities.
• Arrange visitor reception, accommodation, meals, and local conveyance as per approved requirements.
• Maintain occupancy and service records, resolve guest concerns promptly, and coordinate repairs or deep cleaning when needed.

Vendor and Invoice Administration

• Coordinate with service providers for housekeeping, guest house, travel, transport, maintenance, and other administrative services.
• Check vendor invoices against work orders, service records, agreed rates, supporting documents, and approval limits before forwarding for payment.
• Maintain vendor documentation, service logs, rate records, and invoice status; follow up on discrepancies and pending bills.

Records, Compliance and Coordination

• Maintain accurate registers and digital records for travel, guest-house use, vendor bills, assets, consumables, and facility requests.
• Support administration-related audits and statutory or safety documentation applicable to assigned facilities.
• Coordinate with HR, Finance, Procurement, security, plant teams, and other departments to resolve routine administrative requirements.
• Handle employee information and commercial documents with discretion; perform other related administrative duties assigned by the reporting manager.

Qualifications and Experience

• Graduate in any discipline; a diploma or certification in administration, facilities, or hospitality management is an advantage.
• Minimum 3 years of relevant experience in office administration, facilities, travel desk, guest-house operations, or vendor coordination, preferably in a manufacturing or industrial organisation.
• Working knowledge of MS Office and email; experience with ERP, HRMS, or invoice workflow systems is preferred.
• Comfortable coordinating with multiple vendors and internal stakeholders, including office and plant teams.

Skills and Competencies

Strong follow-up and coordination • Service orientation • Vendor communication and negotiation • Attention to detail in bills and records • Cost awareness • Time management • Problem solving • Discretion and integrity • Basic computer and spreadsheet skills

Key Result Areas and Performance Measures

KRA

Performance Measure

Travel coordination

Bookings completed accurately and within approved timelines; changes and refunds followed through; travel costs aligned with policy and approvals.

Housekeeping and facilities

Premises meet agreed cleanliness and readiness standards; service issues are logged and closed within agreed timelines.

Guest-house operations

Reservations and check-in support handled correctly; rooms are ready as scheduled; occupancy records and guest feedback are maintained.

Vendor billing and follow-up

Invoices are checked for completeness and accuracy before submission; discrepancies are resolved; bills are tracked through the approval process.

Records and compliance

Registers and supporting documents are current, retrievable, and accurate; assigned audit or compliance observations are closed on time.

Service responsiveness

Employee and visitor requests are acknowledged promptly and resolved or escalated within agreed service timelines.

Working Relationships

Internal: Administration, HR, Finance, Procurement, Security, employees, visitors, and plant or business teams. External: Travel agencies, housekeeping and facility service providers, guest-house vendors, transport providers, and maintenance contractors.