Senior Executive

JOB DESCRIPTION SR EXECUTIVE ADMINISTRATION

Department: Administration
Industry: Manufacturing / Engineering / HVAC
Location: Manufacturing Plant
Experience: 5–10 Years
Qualification: Graduate / MBA / PGDM / Hospital Administration or equivalent

Position Overview

We are looking for an experienced Administration to manage the overall administrative operations of our manufacturing unit. The candidate will be responsible for maintaining smooth day-to-day plant administration, facility management, vendor coordination, security, housekeeping, employee amenities and general infrastructure.

Candidates from Hospital Administration / Healthcare Administration backgrounds will be preferred, especially those experienced in managing large facilities, multiple departments, vendors, housekeeping, security and shift-based operations.

Key Responsibilities

1. Plant Administration

• Manage day-to-day administrative activities of the manufacturing plant.
• Ensure smooth functioning of all administrative services and facilities.
• Coordinate with Plant Head and department heads for administrative requirements.
• Maintain discipline and proper administrative practices across the premises.
• Handle administrative documentation, records and reports.

2. Facility Management

• Manage housekeeping, security, pantry, canteen and other facility services.
• Ensure cleanliness, hygiene and proper maintenance of office and plant premises.
• Monitor availability and maintenance of essential facilities.
• Coordinate repairs, maintenance and infrastructure-related requirements.
• Conduct regular facility inspections and ensure timely corrective action.

3. Security Management

• Supervise security personnel and security agencies.
• Manage visitor entry, employee movement and gate-pass procedures.
• Monitor security protocols for employees, visitors and contractors.
• Coordinate with security regarding material movement and plant access.
• Review security incidents and take necessary administrative action.

4. Vendor & Contract Management

• Manage administrative vendors and service providers.
• Coordinate with housekeeping, security, canteen, transport, pest control and other vendors.
• Monitor vendor performance and service quality.
• Verify service bills and coordinate with Accounts for payment processing.
• Ensure proper documentation of vendor agreements and contracts.

5. Employee Facilities & Welfare

• Ensure proper availability of employee facilities such as drinking water, pantry, seating, washrooms and canteen.
• Coordinate employee transportation and accommodation, wherever applicable.
• Handle employee facility-related complaints and resolve them promptly.
• Organize administrative arrangements for employee events and company functions.

6. Safety & Emergency Administration

• Coordinate administrative support for emergency situations.
• Ensure emergency contact lists and basic emergency arrangements are maintained.
• Coordinate with Security, Maintenance and relevant departments during emergencies.
• Support fire drills, emergency drills and other safety-related administrative activities.

7. Inventory & Administration Assets

• Maintain records of administrative assets and consumables.
• Monitor stationery, housekeeping materials, pantry supplies and other administrative requirements.
• Ensure timely procurement of administrative materials.
• Control administrative expenses and minimize unnecessary expenditure.

8. Compliance & Documentation

• Maintain required administrative records and documentation.
• Coordinate with external agencies, service providers and authorities whenever required.
• Ensure compliance with applicable facility, safety and local administrative requirements.
• Support internal and external audits related to administration.

Preferred Candidate Profile

Preferred Background:

• Hospital Administration / Healthcare Administration
• Manufacturing Plant Administration
• Facility Management
• Hotel / Hospitality Administration
• Large-scale corporate administration

Hospital administration candidates will be particularly preferred if they have experience handling:

• Large facilities
• Multiple departments
• Security & housekeeping
• Vendor management
• Canteen/facility services
• Shift operations
• Employee/visitor management
• Emergency coordination

Required Skills

• Strong administrative and coordination skills
• Vendor and facility management
• Excellent communication and interpersonal skills
• Problem-solving and decision-making ability
• Good knowledge of MS Excel and documentation
• Ability to manage multiple activities simultaneously
• Strong follow-up and execution skills
• Ability to work independently in a plant environment

Key KPIs

• Smooth functioning of plant administration
• Facility upkeep and cleanliness
• Vendor performance
• Security management
• Timely resolution of administrative issues
• Cost control
• Employee facility satisfaction
• Administrative documentation and compliance
• Availability of essential facilities and services

Reporting To: Plant Head / Head – Administration

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