Senior Executive, Administration

Essential Functions:

• Manage and oversee day-to-day administrative activities at the Dahej facility.
• Conduct interviews and coordinate with HR in the recruitment process.
• Monitor housekeeping services – from deployment of manpower to execution and cleanliness of designated areas.
• Ensure effective contract labor management in coordination with relevant stakeholders.
• Oversee site-level security operations and vendor performance.
• Manage canteen operations efficiently, including menu quality, hygiene, and staff coordination.
• Administer site transport services – ensuring timely vehicle insurance, PUC, maintenance, and coordination with accounts for payment processing.
• Monitor pest control services and garden/landscape maintenance.
• Prepare and process administrative and HR-related bills, JCRs, and coordinate with Finance for timely vendor payments.
• Coordinate the printing and distribution of lunch/tea/guest canteen coupons.
• Manage the issuance of ID cards, SEZ cards, and medical cards for employees.
• Prepare, renew, and maintain work orders and agreements with all admin vendors.
• Initiate and track Pre-Employment and Annual Medical Examinations in line with HR SOPs.
• Serve as POSH Coordinator for the Dahej site, ensuring compliance and training support.
• Prepare MIS reports and provide administrative support to Head Operations and Head HR.
• Oversee upkeep and smooth functioning of company guesthouse facilities.
• Support the HR team in induction programs, joining formalities, and interview coordination.
• Assist in Reward & Recognition (R&R) activities and other employee engagement initiatives.
• Coordinate and assist in payroll processes as needed.
• Schedule and coordinate meetings, travel plans, and events.
• Maintain inventory and order office supplies in a timely manner.
• Ensure proper office and facility security, including locking procedures and key control.
• Prepare and manage administrative files, records, and reports.
• Attend to employee queries and support cross-functional admin-related tasks as required.

Additional Responsibilities:

• Organize internal audits of administrative processes and initiate corrective actions.
• Support regulatory audits by ensuring proper upkeep of facility-related compliance documents.
• Identify opportunities for continuous improvement in administrative services and cost-saving initiatives.
• Coordinate corporate events, celebrations, and annual functions at the Dahej site.
• Maintain strong vendor relationships and ensure compliance with contract terms and service level agreements (SLAs).
• Assist in emergency response coordination (fire drills, medical emergencies, etc.).
• Ensure that administrative SOPs are up to date and followed across the plant.

Qualifications :-

Education:

• MBA – HR / M.Com / MPM / IRPM / MSW – Required

Experience:

• 5 to 8 years of relevant experience in site-level administration, preferably in manufacturing / pharma / API industry.

Skills:

• Housekeeping & Facility Management – Advanced
• Canteen, Transport & Guesthouse Operations – Intermediate to Advanced
• Contract Labor & Vendor Management – Advanced
• Statutory Compliance Coordination (POSH, Medicals, etc.) – Intermediate
• Administrative Billing & Coordination with Finance – Intermediate
• Strong Communication & Interpersonal Skills – Advanced
• Recruitment & Induction Support – Intermediate
• MIS & Report Preparation – Intermediate
• Organizational & Event Planning – Intermediate
• Team Collaboration & Leadership – Intermediate.

 

 

Qualifications :-

Education:

• MBA – HR / M.Com / MPM / IRPM / MSW – Required