PR/109129 | Sr. Executive-Admin

ROLES & RESPONSIBILITIESOffice & Shopfloor Management ▪ Oversee general office & Shop floor operations, ensuring a smooth and efficient work environment.
▪ Admin related  office equipment, and inventory, ensuring that the office is well-stocked and operational.
▪ Supervise office cleanliness, maintenance, and security protocols. Administrative Support ▪ Assist in arranging food, presentations, and booking rooms  for communication meetings.
▪ Maintain confidential files, records, and documents for the organization.
▪ Expats Visa and FRRO. Vendor and Contract Management ▪ Manage relationships with vendors, service providers, and suppliers, ensuring the timely delivery of goods and services regarding facilities & Administration.
▪ Negotiate contracts and monitor vendor performance to ensure compliance with agreed terms and conditions.
▪ Oversee service agreements for facilities such as office cleaning, security, House keeping & other operational needs. Facilities Management ▪ Ensure the proper functioning of office infrastructure, timely payment of electricity and telecommunications.
▪ Coordinate office space planning and relocation activities as necessary.  Budgeting and Expense Management ▪ Preparing and managing the administrative budget, tracking expenses, and ensuring cost control.
▪ Review & process admin invoices and handover invoices to respective depts for their processing. Communication ▪ Serve as a liaison to Japanese Expats for apartment, FRRO & police verification visits.
▪ Ensure effective internal communication within the office through MOMs, notices, and regular updates on administrative matters.
▪ Attending daily morning meeting and reporting any open points related to admin.
▪ Monthly communication meeting with HODs and Monthly Assembly Meeting. SOP & Checklists ▪ Prepare Checklist for Housekeeping, Security, Pantry & Canteen.
▪ Daily verification of process checklist( Housekeeping, Security, Pantry & Canteen). Reports & Audit ▪ Participating in IATF,EMS & OHSMS Audits other related activities.
▪ Timely prepare & updating required documents & records/reports.
▪  Facing all standard audits & ensure no NCs. 
 ▪  Quarterly Audit self assessment. Compliance and Safety ▪ Ensure compliance with legal, health, and safety standards for office operations.
▪ Maintain records for employee insurance. & Vehicle insurance.
▪ Renewal of company vehicle insurance and Emission certificates
   & FC. Event Management ▪ Coordinate for corporate events, meetings, and training sessions, including venue arrangements, catering, and logistical support. Admin Manpower  ▪ Monitor Security, Housekeeping & Pantry manpower.
▪ Validate Security. Housekeeping & Pantry stock registers.  Transport Management ▪ Coordinate Transportations (Domestic).
▪ Manage Driver Schedule.
▪ Employee Transportation Management(TT/Bus). Guest Hotel / Expats House Management ▪ Renewal of rental agreements( Plant, Warehouses, Expat Apartements) as per due date.
▪ Searching for new apartment for Expats & Coordinating with real estate agencies.
▪ Inspections before entering new apartment  All necessary registration for entrance.
▪ Arranging the drinking water facility for Expats apartments.
▪ Ensuring timely payments of  rental /brokerage charges/Maintenance charges/club house charges.  Transport Management  ▪ Coordinate Transportations (Domestic),  Manage Driver Schedule, Employee Transportation, Carry out driver safety tests & checking vehicles with vehicle checklist. Guest Hotel/Expats house Management ▪ Renewal and Negotiation of rental agreement as per due date.
▪ Searching for new apartments for Expats.
▪ Coordinating with real estate agencies for selection of  Apartment/repair/cleaning.
▪ Inspections before entering new apartment.
▪ Drinking water facility.
▪ Ensuring monthly rental payments/brokerage charges/Maintenance charges/club house charges. ***Leadership Skills ▪Decision-making, communication, conflict resolution, integrity, problem-solving, flexibility, and relationship-building.     REQUIREMENTSKnowledge  Good knowledge of Admin Practices and process, Supervision of Contractors, Knowledge of Japanese company culture. Years of experience                 5 to 7 years Language  English, Kannada and Hindi Qualification MBA/ MSW in HR SKILLSProfessional Planning &Execution Skills, Problem Solving Skills,  Communication Skills, Time Management and Multi-tasking, Sense of Responsibility and Accountability, Teamwork & Collaboration, Leadership Skills. Personal Great communication & explanation, Positive approach, Keen to learn new things.