Admin Executive

Job Purpose

The Administration Executive is responsible for managing day-to-day administrative operations at the Head Office and acting as a key coordination link with the factory for all administrative, facility, and support-related matters. The role ensures smooth office functioning, compliance with company policies, and timely coordination between corporate and plant administration.

Key Responsibilities

- Head Office Administration

• Manage day-to-day administrative activities to ensure smooth functioning of the Head Office.
• Oversee office infrastructure, housekeeping, security, pantry, and maintenance services.
• Coordinate with vendors for office supplies, stationery, housekeeping, courier, and other administrative services.
• Maintain records of assets, consumables, and administrative expenses.

- Factory / Plant Administration Coordination

• Act as the primary point of contact between Head Office and factory for administrative matters.
• Coordinate with factory administration on manpower support, housekeeping, security, transport, and facility-related requirements.
• Follow up with factory teams on administrative documentation, approvals, and compliance-related data.
• Assist in resolving inter-office administrative issues and ensure timely closure.

- Vendor & Contract Management

• Identify, onboard, and coordinate with administrative vendors as per company procedures.
• Track vendor contracts, service agreements, renewals, and payment timelines.
• Verify vendor bills and coordinate with finance for timely processing and payment.

- Travel & Logistics Support

• Coordinate travel bookings (air, rail, hotel, local conveyance) for Head Office and factory personnel, as required.
• Arrange transport, accommodation, and logistics support for plant visits, audits, and meetings.

- Asset & Facility Management

• Maintain updated asset registers for Head Office and coordinate asset movement with the factory.
• Track issuance, return, and maintenance of office and plant administrative assets.
• Support office layout changes, seating arrangements, and relocation activities, if any.

- Compliance & Documentation

• Maintain proper documentation for administrative records, vendor files, approvals, and statutory displays (as applicable).
• Support internal and external audits by providing required administrative data and records.
• Ensure compliance with company policies, safety norms, and administrative SOPs at Head Office.

- Coordination with HR & Finance

• Support HR in administrative aspects of onboarding, employee movements, and exit formalities.
• Coordinate with finance for budget tracking, administrative expenses, and vendor payments.

Key Skills & Competencies

• Strong administrative and coordination skills
• Ability to liaise effectively with factory/plant teams and corporate stakeholders
• Vendor management and negotiation skills
• Proficiency in MS Excel, MS Word, and basic ERP systems
• Strong follow-up, documentation, and organizational skills

Educational Qualification

• Bachelor's degree in business administration, Commerce, or any relevant discipline

Experience

• Min. 5 years of experience in administration or office management
• Prior experience coordinating with a factory or manufacturing plant preferred