Admin Executive

Job Summary:

We are looking for a proactive and responsible Admin Executive / Officer to manage complete site administration activities including site setup, guest house management, store operations, facility maintenance, vendor coordination, asset control, vehicle monitoring, and overall administrative support at project locations. The candidate should ensure smooth daily operations, timely setup of new sites, proper documentation, and cost-effective management of resources.

• Key Roles & Responsibilities:

1. Site Infrastructure & Guest House SetupHandle end-to-end setup of site office, guest house, and store facilities.

• Arrange all required infrastructure such as beds, furniture, electricity, water, kitchen items, internet, housekeeping essentials, etc.
• Ensure site readiness before employee joining as per company standards.
• Follow setup checklist and submit completion reports to management.

2. Guest House & Facility ManagementEnsure cleanliness, hygiene, and proper maintenance of guest house premises.

• Monitor utility services like electricity, water supply, generator, internet, etc.
• Resolve maintenance issues related to plumbing, electrical, carpentry, and repairs on priority basis.
• Conduct regular inspections to maintain standards.

3. Store & Inventory ManagementMaintain proper stock records of all site materials and consumables.

• Manage inward and outward entries of materials.
• Maintain records of materials such as Khadi, Soil, Cement, tools, purchased items, and daily-use inventory.
• Conduct regular stock verification and avoid shortages or excess stock.

4. Vendor & Local CoordinationCoordinate with local vendors for site setup, maintenance, housekeeping, security, transportation, and other daily needs.

• Negotiate rates and ensure cost-effective services.
• Ensure timely delivery and quality work from vendors.
• Arrange and manage Guest House Security Guards.

5. Site Administration SupportHandle day-to-day administrative operations at site.

• Support employees regarding accommodation, travel, daily facilities, and site requirements.
• Ensure food arrangements are made only through approved/authorized mess vendors.
• Address employee concerns and maintain discipline.

6. Expense & Documentation ManagementMaintain records of all site expenses with bills, approvals, and supporting documents.

• Submit expense statements and reports on time.
• Maintain updated site-wise asset registers.
• Ensure all files and records are audit-ready and properly maintained.

7. Asset Control & ComplianceMonitor usage of company assets, furniture, appliances, tools, and materials.

• Prevent misuse, damage, or loss of assets.
• Maintain accountability records for issued assets.

8. Vehicle MonitoringMaintain complete records of company vehicle usage.

• Track diesel consumption, kilometer readings, servicing, and maintenance schedules.
• Ensure vehicles are used only for official work.
• Maintain logbooks and submit reports regularly.

9. Planning for New Site SetupPlan and prepare in advance for upcoming project site requirements.

• Coordinate with internal departments for timely execution.
• Ensure fast and efficient setup of new project locations without delay.