Senior Executive – Administration – Ports & Terminals – Nhava Sheva

Key responsibilities

Administration & Facility Management

• To manage all admin related AMC’s / agreements renewal on time as per the approved Budget.
• Administrative round of both the terminals NSICT & NSIGT 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.

Employee’s relations & welfare

• 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.

Administrative Support

• 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.

Qualifications & Competencies

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.

Stakeholder

Internal: Employees / Contractors

External: JNPA / Neighbouring Terminals / Vendors

• Educational Qualification (min)

Graduate

• Preferred Certifications if any

Facility Management / Administration

• Range/ Min no of years – of overall Experience required

Minimum 4-5 Years’ Experience

• Min no of years of Industry specific experience required, if any & the industry type

NA