Facility Administrator

Job Title: Admin Executive
Company: LifeCell International
Department: Administration & Facilities
Location: Hyderabad (3 lab sites across the city)
Reports to: Manager Administration
Employment Type: Full-time, on-roll
Travel: Daily movement between the 3 lab sites

Role Purpose
The Admin Executive keeps all three Hyderabad labs running without disruption. The role owns facility upkeep, equipment and instrument maintenance, statutory and safety compliance, biomedical waste disposal, on-time vendor and utility payments, and employee welfare for the Hyderabad team.

Key Responsibilities

1. Lab Facility Maintenance (all 3 labs)

  - Conduct daily/weekly rounds of all three labs and log facility issues with closure dates.
  - Maintain lab infrastructure: flooring, ceilings, doors, furniture, signage, lighting, and pest control.
  - Coordinate preventive and breakdown maintenance so lab operations face zero or minimal downtime.
  - Maintain a site-wise maintenance register and asset list for each lab.

2. AC, Equipment & Instrument Maintenance

  - Manage AMC/CMC contracts for ACs, precision ACs, UPS, DG sets, stabilisers, refrigerators, freezers, cold rooms, RO plants, and other lab equipment.
  - Schedule and track preventive maintenance (PM) as per vendor calendars; ensure PM and service reports are filed.
  - Coordinate with biomedical/instrument vendors for calibration, servicing, and breakdown support of lab instruments.
  - Monitor temperature-critical equipment and escalate failures immediately.
  - Track AMC renewals and warranty expiries and raise renewals at least 30 days in advance.

3. Housekeeping & Cleaning

  - Supervise housekeeping staff and contracts across all 3 labs; ensure cleaning schedules and checklists are followed.
  - Ensure lab-grade cleaning and disinfection standards are met in sample handling and processing areas.
  - Monitor housekeeping consumables stock and reorder on time.

4. Biomedical Waste (BMW) Management

  - Ensure segregation, storage, and handover of biomedical waste as per BMW Management Rules, 2016 (and amendments).
  - Coordinate with the authorised Common Bio-Medical Waste Treatment Facility (CBWTF) for timely pickup.
  - Maintain BMW registers, manifests, and handover records; support TSPCB authorisation and annual reports.
  - Train housekeeping staff on colour-coded segregation and spill handling.

5. Bills & Vendor Payments

  - Ensure on-time payment of electricity, water, rent, internet, telephone, and other utility bills for all 3 labs.
  - Process vendor invoices (AMC, housekeeping, security, BMW, repairs): verify against PO/work completion and submit to Finance on time.
  - Maintain a monthly payment tracker with due dates; prevent late fees and service disconnections.
  - Follow up on pending payments and resolve vendor queries.

6. Plumbing & Electrical

  - Attend to plumbing issues: leakages, drainage, water supply, washrooms, and lab sinks.
  - Manage electrical upkeep: wiring, DB panels, lighting, earthing, and power backup (UPS/DG).
  - Coordinate with electricians, plumbers, and building management for repairs and civil work.

7. Safety & Compliance

  - Ensure fire safety: extinguishers refilled and inspected, fire alarms/smoke detectors working, emergency exits clear.
  - Conduct fire and evacuation drills and keep drill records.
  - Track statutory licences and renewals (fire NOC, trade licence, BMW authorisation, pollution control, shop & establishment, etc.).
  - Support NABL/audit requirements for facility, safety, and environment records.
  - Maintain first-aid kits and spill kits at every lab.

8. Employee Welfare

  - Manage pantry, drinking water, seating, and workplace amenities for employees.
  - Coordinate employee engagement activities, celebrations, and wellness events for the Hyderabad team.
  - Support onboarding needs: ID cards, seating, access, stationery.
  - Act as the first point of contact for employee facility concerns and resolve them on time.

9. General Administration

  - Manage security staff, access control, and visitor management.
  - Handle stationery, printing, and office supplies procurement and stock.
  - Coordinate courier, transport, and local logistics.
  - Prepare monthly admin MIS (expenses, open issues, AMC status, payment status) for the reporting manager.
  - Take up any other admin tasks assigned by management.

10. Petty Cash & Expense Booking

  - Maintain petty cash for all 3 labs with a daily cash register, vouchers, and supporting bills.
  - Reconcile petty cash weekly and submit replenishment requests to Finance on time.
  - Book all admin expenses in the system on time, against the correct lab, entity, and cost centre.
  - Ensure every expense has valid bills and approvals before booking; no pending or unaccounted entries at month-end.
  - Keep petty cash records audit-ready at all times.

11. Problem Solving & Issue Resolution

  - Act as the single point of contact for any admin or facility issue at the 3 labs.
  - Take ownership of issues from first report to closure, without waiting for escalation.
  - Find root causes of recurring problems (repeat breakdowns, leakages, power issues) and fix them permanently.
  - Handle emergencies (power failure, equipment failure, water leakage) quickly and keep the reporting manager informed.

Key Performance Indicators

  - Utility and vendor bills paid by due date: 100%, zero late fees or disconnections
  - Petty cash reconciliation: Weekly, zero unaccounted cash
  - Expense booking: 100% booked within the month, no month-end pending
  - Preventive maintenance done as per AMC schedule: 100%
  - Lab downtime due to facility/equipment issues: Zero or minimal
  - Breakdown complaints closed: Within 24–48 hours
  - Repeat issues at the same site: Reducing month on month
  - BMW pickup and records: Daily pickup, 100% records maintained
  - Licence and AMC renewals: No lapses
  - Fire safety equipment and drills: 100% compliant; drills as scheduled
  - Audit findings on facility/safety: Zero major non-conformities
  - Monthly admin MIS: Submitted by the 5th of each month

Qualifications & Skills

  - Education: Any graduate; a diploma in Facility Management, Electrical, or Mechanical engineering is an added advantage.
  - Experience: 3–5 years in administration or facility management, preferably in a diagnostic lab, hospital, or healthcare setup handling multiple sites.
  - Required Skills:
      - Working knowledge of AC, UPS, DG, electrical, and plumbing systems and AMC management
      - Knowledge of BMW Management Rules and fire safety norms
      - Vendor management, negotiation, invoice processing, petty cash handling, and expense booking
      - MS Excel for trackers and MIS reports
      - Good communication in English, Telugu, and Hindi
      - Strong problem-solving and ownership; ability to manage 3 sites independently and handle emergencies
      - Two-wheeler with valid licence for movement between labs

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