Admin Supervisor - AI Data Center

Admin Supervisor - AI Data Center Construction, Commissioning and Operations Readiness

Relevant Experience: 2 years

Overall Experience: 5 years

Location: Bhubaneswar

Position Summary

We are seeking an experienced Admin Supervisor to manage site administration and coordination services required to support construction, testing, commissioning and handover of the Odisha AI Data Center. Construction execution and readiness for safe handover are the initial priorities. The role will maintain continuity through commissioning and transition to Operations where applicable.

Key Responsibilities

Construction Site Administration

• Supervise day-to-day administrative support for the project office and construction site.
• Coordinate office facilities, meeting rooms, stationery, printing, housekeeping, pantry, transport and general site services.
• Maintain site contact lists, duty rosters, seating plans, access requirements and administrative calendars.
• Support onboarding and demobilization of employees, consultants, contractors and temporary personnel.
• Ensure administrative services remain available during extended shifts, critical tests and commissioning activities.

Access, Attendance and Workforce Coordination

• Coordinate employee and contractor onboarding documentation with HR, Security and EHS.
• Maintain attendance, visitor, induction, accommodation and transport records as assigned.
• Support badge requests, vehicle passes and authorized site-access documentation.
• Coordinate travel, local transport and accommodation for project personnel, OEMs, consultants and visitors.
• Escalate access, transport or welfare constraints that could affect workfront productivity.

Office, Facility and Vendor Management

• Manage administrative vendors for housekeeping, pantry, transport, office equipment, temporary facilities and consumables.
• Monitor service quality, staffing, attendance, supplies and invoice-supporting records.
• Coordinate maintenance of project offices, temporary facilities and common areas.
• Maintain asset registers for office equipment, furniture, communication devices and issued items.
• Track vendor actions and service deficiencies to closure.

Meetings, Records and Communication Support

• Coordinate project meetings, workshops, site visits and review sessions.
• Prepare meeting logistics, attendance records, room bookings and distribution of approved materials.
• Maintain administrative registers, correspondence logs, courier records and document-movement records.
• Support controlled communication of site notices, emergency contacts and administrative instructions.
• Protect confidential employee, commercial and project information.

Handover and Closeout Support

• Support phased demobilization of temporary offices, accommodation, transport and construction-site services.
• Coordinate transfer of permanent administrative services and records to Operations.
• Reconcile office assets, issued items, vendor contracts, advances and pending invoices.
• Archive approved administrative records and close temporary-service agreements.

Required Qualifications

• Bachelors degree or diploma in a relevant engineering, procurement, administration or technical discipline.
• 5 years of overall professional experience.
• 2 years of directly relevant experience in Site Administration and Coordination.
• Experience supporting construction execution, testing, commissioning, handover or project closeout.

Mandatory Experience and Skills

• Site administration or office coordination experience on construction, industrial or infrastructure projects.
• Vendor, transport, housekeeping, office and facility coordination.
• Strong recordkeeping, follow-up and communication skills.
• Proficiency in Microsoft Word, Excel, Outlook and Teams.
• Ability to support extended construction and commissioning schedules.

Preferred Experience

• Data center, technology campus or mission-critical project experience.
• Experience coordinating contractor workforce onboarding and site access.
• Basic knowledge of invoice, purchase-order and vendor documentation.
• Emergency contact and site communication coordination experience.

Technical Competencies

• Strong practical knowledge of General Administration activities and associated project interfaces.
• Ability to interpret applicable drawings, schedules, procedures, system records or commercial documents.
• Working knowledge of project controls, quality, safety, change and interface management.
• Proficiency in Microsoft Office and relevant technical, ERP or administrative software.

Soft Skills and Behavioral Competencies

• Strong ownership, accountability and professional integrity.
• Clear written and verbal communication with employees, contractors, vendors and stakeholders.
• Practical problem-solving and timely escalation of risks.
• Disciplined documentation, follow-up and closure.
• Collaborative working across construction, commissioning and operations teams.
• Ability to work under schedule pressure without compromising controls, safety or confidentiality.