Job Title

Executive -Administration

Department / Division

External Interface

(Enlist external agencies/authorities that you are required to deal with while discharging your duty)

• Vendors
• Service Providers
• Contract Staff/Outsourced Agencies
• Local Statutory  Authorities
• Insurance Providers

Minimum Qualification

Minimum Experience

Special Skills/Attributes

• Liaison Skills (Local Bodies, various Govt. Depts.)
• Good understanding of statutory compliances
• Knowledge of Admin systems & processes
• Good understanding of the market for various admin procurements
• Good communication(verbal & written) & negotiation skills

Overall Purpose/Objective

Oversee the functioning of general administration by providing high quality business services in a cost effective manner, drive efficient facility management, security services, asset insurance & travel management.

Key Responsibilities

(List major responsibilities, that you have,  to achieve the key objectives)

• Develop and manage annual budgets for Admin Dept.
• Ensure periodic review of the expenses versus the budget & provide solutions for optimizing the expenses.
• Oversee facility management operations of the office including electricity, civil repairs, etc.
• Ensure contract documents/agreements of all agencies are available at all times and are renewed in a timely manner.
• Monitor & ensure adequate availability of resources from the agency.
• Implement, monitor the tendering process for all admin. Purchases including office stationery, Capex purchases, finalization of agencies, etc.
• Ensure all telecommunication devices are in working condition at all times
• Develop list of empanelled vendors for procurement of various items & services and regularly review & update the same.
• Ensure strict adherence to the security processes by the Security Agency.
• Conduct  periodic safety & quality audit from time to time
• Ensure verification of all invoices received from the vendors before submitting for final payment.
• Liaise with all statutory bodies and ensure strict adherence to all statutory compliances.

• Oversee both Domestic & International Travel & Hotel bookings for all employees
• Ensure strict adherence of the Travel Policy & control / optimize expenses on travel wherever required.

• Provide inputs for designing and ensure adherence to corporate insurance guidelines for adequate & cost effective insurance against risks f
• Ensure comprehensive & timely insurance cover for equipments, fixed assets, property insurance, etc for respective sites
• Ensure renewal of all insurance policies in a timely manner
• Ensure timely payments of premium and capitalization.