Administration & Facility Management

To manage all admin related AMC’s / agreements renewal on time as per the approved Budget.
Administrative round of NSBP per week with observation report and action plan.
To administer and monitor the overall Canteen Infrastructure and daily operations including Menu / Guest visit requirements
To administer and monitor the Occupational Health Centre, daily employee/contractor/visitor records, medicine inventory, checklists.
To process the employees Mediclaim reimbursements and support them during hospitalization. Networking with local hospitals for general / emergency requirements.
Providing PPE’s to all Employees and Contractors and to ensure the PPE inventory is maintained as per the requirement.
To coordinate with the Hazardous / General / Bio-Medical Waste Management Vendor for cleaning and disposal of the Waste and maintain the records.
To oversee the terminal yard / building painting activities and Operational/Safety Signages.
To support HR for the employee welfare initiatives, CSR Activities, Annual sports activity and all engagement initiatives for all employees. Procurement of required materials / gifts etc.
To arrange awareness sessions on Health Care / Mediclaim Policy for employees.
To ensure procurement process like Blanket Purchase Agreement – Purchase Requisition – Purchase Order in Oracle system for payment of the admin registered contractors and for the adhoc activities / requirements.
To ensure the invoices/payments of the contractors and adhoc parties are settled in time. To coordinate with the Finance and Procurement team in case of issues faced by the vendors and support them on the process.
Monitoring of the Admin Budget on monthly basis to ensure zero deviation and ensure the planned activities as per the Budget.
Cost reduction initiatives
To coordinate for the Stay and Travel arrangements for the new joiners / visitors / guests
Liasioning with neighbouring terminals and JNPA for any permissions / approvals / communications related to Facility
Monthly Admin MIS for the administration activities / initiatives
To coordinate with the branding team for any branding related materials for displays.
Safety / Audits
To take regular rounds of the facility for Repair & Maintenance and notify any unsafe actions/conditions and to HSE. Also, action plan to be initiated for the points under the Admin. purview.

To ensure review of the HR-Admin Functional Risk Assessments and Standard Operating Practices. To ensure required documentation preparedness for the Internal and External Audits

Employee’s relations & welfare

Administrative Support

Skills and Competencies:

Graduate with preferably postgraduate qualification in Facility Management.
Good communication skills both oral and written in English, Hindi and Marathi.
Four to five years’ experience in Admin / Facility Management function.

Senior Executive - Administration - Economic Zones - Nhava Sheva

Key skills

About this role