Admin

Role Overview

This position is based at a project site in Rajasthan and focuses on end-to-end administration and facility support for offices, worker accommodation, common areas, and site services. The role covers hard and soft services, canteen operations, transportation coordination, vendor oversight, compliance documentation, budgeting, and day-to-day issue resolution across multiple stakeholders.

Site and Block Facility Management

• Keep site offices, accommodation blocks, shared spaces, and utility services functioning smoothly, including water, electricity, sanitation, drainage, cleanliness, and pest control.
• Use inspection checklists to identify issues and follow them through to closure with internal teams and external service providers.
• Make sure employee amenities and infrastructure remain serviceable each day and coordinate maintenance or repair completion.
• Review housekeeping quality and check manpower attendance against agreed service levels.

Canteen and Food Service Operations

• Manage canteen or mess activity across the site and blocks, including food quality, hygiene, safe storage, meal distribution, and service standards.
• Carry out routine hygiene checks aligned with food safety practices, monitor cleaning schedules, coordinate pest control and water quality checks, and ensure corrective actions are completed with the vendor.
• Watch food consumption patterns, reduce wastage and pilferage, and help control costs while maintaining service quality.

Transport and Vehicle Administration

• Plan and coordinate vehicle deployment for employee movement, admin trips, and material-related runs based on rosters, utilization, and shift requirements.
• Confirm that vehicle papers such as permits, insurance, and pollution certificates are current, and ensure driver discipline and basic safety checks are followed.
• Track fuel usage, mileage, logbooks, and vendor invoices, then reconcile billing against actual usage.

Vendor and Contractor Control

• Handle administration-related vendors such as housekeeping, canteen, transport, pest control, and facility support providers.
• Support onboarding, daily coordination, service verification, performance review, renewals, and compliance tracking.
• Check vendor manpower attendance and approve bills only after confirming that the service has been delivered satisfactorily.
• Look for process improvements and cost-saving opportunities without reducing service standards.

Safety, Security, and Risk Support

• Ensure administrative areas are ready for security controls such as access systems, CCTV availability, and patrolling coordination, and escalate any gaps quickly.
• Work with EHS teams on fire safety preparedness, drills, emergency response arrangements, and corrective action closure for accommodation and common areas.

Compliance, Records, Budget, and MIS

• Maintain documentation needed for audits, including inspection logs, service reports, compliance registers, vendor statutory records, and operational checklists.
• Support compliance with relevant local, safety, fire, and environmental requirements linked to administration, and keep records audit-ready.
• Assist with annual and quarterly admin budgeting, monthly spend tracking, variance notes, and leadership MIS dashboards.
• Manage inventory for admin consumables and supplies, including housekeeping items and pantry or canteen materials as required, while maintaining min-max stock levels and arranging timely procurement.

Stakeholder Coordination and Service Delivery

• Serve as the main admin point of contact for site teams, block in-charges, HR, EHS, Security, and project or construction teams.
• Resolve day-to-day facility and welfare concerns, handle complaints related to facilities, canteen, and transport, and close issues within the required turnaround time.
• Escalate urgent or high-risk matters without delay.

Qualification and Experience

Applicants should be graduates in any discipline. A postgraduate qualification in facilities or operations is preferred. The role typically requires 3 to 7 years of experience in administration or facility management within large industrial sites, project locations, labour colonies, or infrastructure environments. Exposure to multi-vendor site services such as canteen, housekeeping, transport, and security coordination is an added advantage.