Executive - Administration & Facilities Management

Job Description

This position is responsible for overseeing and coordinating various facilities and welfare activities within the organization. This role involves managing travel desks, employee transport management, guest management, training programs, managing housekeeping, conference room arrangements, pantry services, pest control, canteen operations, employee welfare activities, distribution, event management to ensure a smooth and efficient work environment and attendance tracking. Position is expert in organizational skills, a proactive approach, and the ability to handle multiple tasks efficiently.

Exp - 5 to 10 Years

Education - PG In Human Resources

Language - Marathi & English

Main Tasks & Responsibility

• Travel Desk & Employee Transport Management
  • Coordinate and manage travel arrangements for employees, including booking flights, accommodations, and transportation.
  • Ensure compliance with the company's travel policies and budget constraints.
  • Handle travel-related queries and provide support to employees during their travel. Manage transport operations, routes, and vehicle allocation
  • Monitor vendors and ensure SLA, safety, and compliance
  • Optimize routes and control costs
  • Maintain logs, billing, and MIS records
  • Ensure driver discipline and safety adherence
  • Oversee maintenance and legal compliance of company vehicles
• Canteen and Cafeteria Management
  • Manage day-to-day canteen and cafeteria operations
  • Ensure food quality, hygiene, and compliance with safety standards (FSSAI/ISO)
  • Monitor vendor performance and ensure SLA adherence
  • Handle employee feedback and resolve service issues promptly
  • Control food cost, wastage, and verify vendor bills
  • Conduct regular hygiene inspections and audits
  • Ensure cleanliness, pest control, and proper maintenance of equipment
  • Maintain records for audits, compliance, and reporting
• Workplace Hygiene & Green Area Management
  • Ensure cleanliness, hygiene, and upkeep of all areas
  • Manage housekeeping & gardening vendors and staff
  • Maintain lawns, plants, and landscape areas
  • Conduct routine inspections and quality checks
  • Ensure availability of materials and proper usage
  • Oversee waste management and pest control
  • Address employee complaints and ensure quick resolution
  • Maintain compliance and audit records
• Workplace Meeting Infrastructure Management
  • Schedule and manage conference room bookings.
  • Ensure conference rooms are set up with necessary equipment and supplies.
  • Address any technical or logistical issues during meetings.
• Events & Corporate Hospitality Management
  • Plan and execute corporate events, meetings, and celebrations.
  • Coordinate with vendors and service providers for event logistics.
  • Ensure smooth execution of events and address any issues that arise.
  • Welcome and assist guests, ensuring a positive and professional experience.
  • Coordinate with various departments to arrange meetings, accommodations, and other requirements for guests.
  • Maintain a log of guest visits and feedback.
• OHC management
  • Manage OHC operations, medical support, and emergency readiness
  • Ensure health check-ups, record maintenance, and legal compliance
  • Drive health awareness and preventive programs
• Vendor & Contract Management
  • Manage multiple service partners, monitor performance, conduct periodic reviews, and ensure delivery excellence aligned with contractual obligations.
• Budgeting & Cost Control
  • Handle OPEX/CAPEX planning, cost optimization, and financial governance of facility operations and infrastructure projects.
• Statutory Compliance & Risk Management
  • Ensure compliance with legal, safety, and environmental regulations; manage audits, licenses, and documentation.
• Sustainability & ESG Initiatives
  • Drive energy management, sustainability programs, and alignment with global environmental standards.
• Administrative Work
  • Bill booking of Vendor on time
  • Stock taking on monthly basis & procurement to avoid inconveniences.
  • Provide consumption data Budget preparation of responsible areas.
  • Monitor Budget Vs Actual in responsible areas.
  • Maintain statutory data and reports in responsible areas.

Responsibility

To work in harmony with your colleagues / superior and facilitate team spirit within the company.

Identification of Environmental aspect and their Impact, decide significant aspect

Identify Occupational Health and Safety Hazardous and associated Risk and decide significant Hazardous.

Identify Objective Targets and programs, Approval from Management, and implementation of Program.

Prepare and implement operational control, Procedure and ensure its implementation.

Competency

• Display Personal Energy and Passion to Succeed,
• Nurture Innovation & Continuous Improvement,
• Act With Integrity and Build Trust,
• Encourage ownership and Individual development,
• Ensure accountability & proactive,
• Regulatory Knowledge pertaining to Administration field.
• Cultivate team Sprit,
• communicate effectively,
• direct own actions towards sustainable customer value,