Admin Officer

Purpose of the Role

We are seeking a highly motivated and experienced Administration professional to lead site administration and facility management operations at our Coimbatore facility. The incumbent will be responsible for ensuring seamless administrative services, maintaining compliance with Environment, Health & Safety (EHS) standards, managing vendor operations, and supporting overall workplace efficiency while fostering a positive employee experience.

Key Responsibilities

Administration & Facility Operations

• Lead and drive all administration and facility management activities at the site while ensuring achievement of functional deliverables and KPIs.
• Support the Site Administration Manager in executing strategic and operational administration initiatives.
• Oversee the day-to-day operations of housekeeping, pantry, mailroom, pest control, horticulture, space management, occupancy planning, and consumable management.
• Monitor workforce attendance, deployment, and resource utilization to ensure operational effectiveness.
• Act as the first point of escalation for administration-related concerns and ensure timely issue resolution.

Vendor & Contract Management

• Manage service providers and ensure adherence to agreed SLAs and performance standards.
• Conduct regular reviews with vendors and drive continuous service improvement.
• Ensure availability and compliance of contracts, purchase orders, and related documentation.
• Monitor procurement, inventory, and optimal utilization of departmental materials and consumables.

EHS, Compliance & Risk Management

• Ensure strict adherence to all EHS policies and procedures.
• Participate in safety committee meetings, site inspections, and safety walk-throughs.
• Identify risks, generate observations, and ensure timely closure of corrective actions.
• Conduct and periodically review Risk Assessments (RA) for all relevant activities.
• Develop, update, and maintain Standard Operating Procedures (SOPs), Work Method Statements (WMS), and operational templates.
• Lead incident and accident investigations, perform Root Cause Analysis (RCA), and implement Corrective and Preventive Actions (CAPA).
• Ensure employees and service providers are trained and compliant with SOPs, WMS, and safety requirements.

Stakeholder & Employee Engagement

• Collaborate with cross-functional teams to address operational requirements and improve workplace services.
• Participate in cross-functional meetings, track action items, and ensure timely closure.
• Support guest management, meeting room arrangements, and hospitality requirements at the facility.
• Coordinate with the canteen committee to ensure efficient cafeteria operations, including menu planning and selection of food service equipment and materials.
• Contribute to enhancing employee engagement, workplace experience, and a strong sense of belonging within the organization.

Reporting & Governance

• Present site administration performance and operational updates during regional management review meetings.
• Prepare and maintain periodic reports, dashboards, and compliance documentation.
• Drive the implementation of corporate and regional administration directives at the site level.

Required Skills & Competencies

• Strong verbal and written communication skills.
• Excellent stakeholder management and cross-functional collaboration abilities.
• Proven expertise in vendor management and service delivery governance.
• Strong guest relations and hospitality management skills.
• Sound knowledge of EHS practices, risk assessments, incident management, and compliance requirements.
• Strong problem-solving, decision-making, and crisis management capabilities.
• Experience in planning, implementing, and managing administration initiatives.
• High level of ownership, reliability, and operational discipline.
• Proficiency in Microsoft Office and other business applications.

Education & Experience

• Graduate degree or higher qualification.
• Minimum 15 years of experience in Administration and Facility Management.
• Proven experience supporting large manufacturing or industrial facilities.
• Experience managing administration services for facilities with a workforce of 600+ employees.
• Exposure to vendor management, EHS compliance, and multi-service facility operations is essential.

Preferred Candidate Profile

The ideal candidate is an experienced Administration and Facility Management professional with a strong background in industrial or manufacturing environments, capable of driving operational excellence, ensuring regulatory compliance, managing large-scale facility services, and delivering a world-class employee and visitor experience.