Administration Head

Key Responsibilities

The purpose of this role is to ensure smooth, cost-effective, and efficient administration operations across the plant/office by managing vendors, travel and transport arrangements, facility repair and maintenance, and indirect material procurement. The role is responsible for maintaining strong vendor relationships, ensuring timely support services, controlling administrative costs, and providing reliable MIS and documentation support, thereby enabling uninterrupted business operations and a safe, well-managed work environment.

1. Vendor Management

• Identify, empanel, and manage vendors for administration-related services.
• Negotiate rates, contracts, and service-level agreements (SLAs) with vendors.
• Ensure timely service delivery and compliance with agreed terms.
• Conduct periodic vendor performance evaluations and cost optimization.

2. Travel & Transport Management

• Manage end-to-end travel arrangements including:
• Flight bookings
• Hotel search and bookings
• Car, cab, and bus arrangements for employees and visitors
• Coordinate employee transportation and logistics.
• Ensure cost-effective travel planning and adherence to company travel policies.

3. Plant Repair & Maintenance Coordination

• Coordinate repair and maintenance activities of plant buildings, facilities, and infrastructure.
• Liaise with maintenance contractors and service providers.
• Ensure timely completion of maintenance work with minimal operational disruption.
• Maintain records related to AMC, repairs, and maintenance schedules.

4. Indirect Material Procurement

• Handle purchasing of indirect materials (office supplies, housekeeping, safety items, spares, etc.).
• Raise purchase requisitions, obtain approvals, and follow up on purchase orders.
• Coordinate with vendors for timely delivery and quality compliance.
• Maintain procurement documentation and records as per company policy.

5. Documentation & Compliance

• Maintain documentation related to vendor contracts, purchase orders, invoices, and payment follow-ups.
• Ensure proper record-keeping for audits and internal controls.
• Support compliance with statutory and internal administrative requirements.

6. Communication & Coordination

• Act as a single point of contact between vendors, internal stakeholders, and management.
• Handle employee queries related to administration and facilities.
• Ensure effective coordination across departments and locations.

7. MIS & Reporting

• Prepare MIS reports related to admin expenses, vendor costs, and procurement.
• Track budgets and support cost control initiatives.
• Prepare presentations and reports using MS Excel and PowerPoint.

Essential

• Strong vendor negotiation and management skills.
• Excellent communication and interpersonal skills.
• Hands-on experience in travel and transport management.
• Knowledge of plant administration and facility maintenance.
• Strong documentation and organizational skills.
• Proficient in MS Excel (MIS, data analysis) and MS PowerPoint (presentations).
• Ability to multitask and work independently.