Administration Manager

Assistant Admin Manager

STRATEGY

• Manage short term and long-term admin departmental plans, budgets and appropriate MIS and reporting processes.
• Work closely with the operations, finance, HR, IT and other teams for co-ordination of various organizations tasks and activities.
• Support in formulating policies governing the admin activities and functions.
• Support in the development of operating plans for the effective running of the admin team.
• Support in the cascading of elements of the operating plan to reporting teams.
• Support in the Periodic evaluation of the admin strategy and plan to ensure alignment and high level of contribution to overall organizational effectiveness.

OPERATIONAL

• SECURITY AND SAFETY
• Assist in Laying down processes for securing all Revmax assets and their movement into and outside of Revmax offices.
• Suggest on methods and technology to be used to secure the safety and of Revmax offices.
• Monitor the approved methods and technology (e.g. CCTV, Access control etc.) and assume responsibility for smooth running and good maintenance of all systems and equipment.
• Ensure that security and safety meets standards required under ISO.

• FACILITY MANAGEMENT
• Ensure all housekeeping staff is properly attired in clean uniforms and report for work as per timing agreed. Conduct daily briefings with housekeeping staff
  
  to establish and maintain high standards of cleanliness, tidiness, and hygiene in all areas, including pantry, toilets, and common spaces.
• Ensure everyone maintains entries in a register for visitors and Inward /outward Register for receipt and issue of material.
• Ensure timely repairs and maintenance at Revmax offices and non-IT equipment and assets, including but not limited to furniture and fixtures, air conditioning systems etc.
• Annual Maintenance Contracts (AMC) to be entered into and proper records to be maintained to ensure that all preventive maintenance is carried out as per the schedule agreed in the AMC to keep all critical assets & equipment in working condition.
• Ensure that adequate and hygienic are provided in all Revmax offices or guest houses
• Check rooms and common areas including pantry, toilets, stairways, and lounge areas, for cleanliness
• Check and sign the logbook to be maintained by the housekeeping staff (HKS) and checkup the entire office at least twice daily to ensure that housing keeping is as per the standard and procedure laid down
• Toilets: Ensure HKS maintains spotless cleanliness and that all toilet flooring is dry and usable. Ensure nothing is thrown into the toilet commode and in the washbasin to avoid any blockage in the drain
• Arrange for purchase of necessary housekeeping materials
• Schedule shifts and arrange for replacements in cases of absence
• Establish and educate staff on cleanliness, tidiness, and hygiene standards
• Motivate team members and resolve any issues that occur on the job
• Monitor and replenish cleaning products stock including floor cleaner, bleach, and rubber gloves
• Ensure that adequate and hygienic tea/coffee/drinking water provision is made for employees at competitive costs and within budgets.
• Pantry is maintained spotlessly clean. Ensure all Staff Members follow the instructions laid down to use the gadgets like Microwave oven etc. and also in the washbasin area to avoid any blockages in drainage etc.
• Arrange for purchase of necessary pantry materials like sugar, tea powder, coffee powder, biscuits, etc.
• Ensure cups, mugs, spoons, and plates are there in the pantry in sufficient quantity.
• Prepare a Schedule of Pest Control in all offices on a quarterly basis & coordinate between vendor & admin representative in every location.
• Follow all laid down protocols and processes for use of common facilities within the office (e.g. conference and meeting rooms etc.)
• Prepare the list of vendor bills to be paid. Prepare rent sheet & housekeeping invoices. Get it approved by the manager, and management and submit it to Accounts for payment.
• Ensure seat allocation to new joinee as per the instructions of the manager
• Manage the process of issuance of mobile phones/sim card for local/international use for employees, visiting employees and getting best possible corporate deals from service providers.
• Prepare the list of utility bills (i.e., electricity, telephone, mobile, water, maintenance, rent, property tax, etc.) that need to be paid in a timely manner.
• Ensure everyone maintains discipline and makes visitors sit in the meeting room until the staff concerned is free to attend to them.
• Ensure water and tea is provided to visitors and guests by housekeeping staff.
• Ensure that no outsiders or unauthorized people are permitted inside without checking with the people who they want to meet and/or have a prior appointment.
• Renovation Work: Co-ordinate and Look after all renovation work in the office or any of the Jobbing Units. b. Establish proper rates for all regular contractors i.e. Carpenter, Electrician, and Civil Contractors, etc., after getting a quotation from at least 3 other Contractors.

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  Ensure proper quality work and timely completion of work.
• All wastages and unnecessary costs to be identified and removed after discussion with the Management

TRAVEL

• Support in the formulation of Travel policy for Revmax striking a good balance between costs and the desire to provide good and comfortable experience to Revmax employees.
• Assist in entering into corporate deals with hotels, travel agents, airlines and manage such relationships and keep constantly exploring new ideas, vendors etc. along with keeping oneself abreast of the evolving services and solutions in the hospitality industry.
• Assist in putting mechanisms and processes in place to support Revmax employees for all their visa / ticketing / hotel / forex and travel arrangements.
• Keep exploring the need to provide for comfortable guest house, service apartments as an acceptable alternative to hotels where volumes justify and play a lead role in managing the guest house and identification of service apartments with the objective to find the right balance between comfort and costs.

• Vehicle Management
• Manage the company's fleet of 12 vehicles, ensuring they are safe, compliant, and well-maintained.
• Implement a daily routine of inspecting driver checklists to assess vehicle condition and address any minor repairs or issues suggested by drivers promptly.
• Conduct daily monitoring of the BPCL portal for Petro- card balances and the ICICI wallet for Fastag balances to ensure sufficient funds for uninterrupted travel.
• Proactively manage and schedule all vehicle-related compliance, including the timely renewal of insurance policies, PUC certificates, and regular servicing.
• Regularly monitor the Maharashtra Traffic Police E-challan portal and take necessary action.
• Keep track of kilometer usage, monitor log sheets, and escalate any abnormal usage or misuse to the relevant department head/HR.

• AUDIT AND PROCESS IMPROVEMENT
• Ensure that various admin processes are replicated and run with consistency across all Revmax offices.
• Endeavor to keep learning and improving upon admin services and put in place mechanisms to share learning and deploy improvements consistently across all offices.
• Audit all admin processes across offices and share important findings and plan to address concerns / shortcomings that may get identified as a result of such audit.