Job Description

: Position Name Senior Executive - Administration
Job Band 2
ROLES & RESPONSIBILITIES
Job Purpose/Objective Responsible for end to end facility management, estate management, Purchase Requests, Admin budgeting and MIS
Key responsibilities

Facility Management & Administration:

• To manage all admin related contract agreements / AMCs & its renewal on time in co-ordination with Central Procurement.
• Oversee and ensure smooth functioning of canteen and ensure cleanliness, hygiene, and timely supply of food & beverages. To conduct Canteen committee meetings and get periodical feedback from employees.
• Branding alignment in accordance with company\'s policy from time to time
• Imprest cash management with adequate liquidity to ensure day to day admin., expenses are met.
• Maintenance & monitoring of PPEs stock, welfare items etc
• Seamless coordination & smooth functioning of Housekeeping of entire business premises including garbage disposal / medical waste disposal as per statutory norms.
• Facilitation & coordination of services viz., Transportation, Water supply including drinking water.
• Help desk activities - like Travel, Accommodation, Ticket booking & other incidental activities. Upkeep travel and accommodation records and facilitate timely bill payments.
• To arrange Annual, Monthly, weekly, daily Harbour Entry Permits for employees, contractors employees and visitors, to arrange and facilitate seamless immigration for Foreign guests of the company.
• Manage inward and outward couriers, Postal documents and maintain records.
• Ensure all contract labour follows work permit system of the CCT.
• Coordination & support for the OPEX / CAPEX budget preparation & monitoring.
• To keep record for Fixed Assets & monitor and update time to time.
• Receipt & Issuance of Welfare items for employees & Coordination of various welfare activities
• Responsible for Garden maintenance in the business premises - greenery around the Terminal area & CFS and develop floral garden in the premises.
• To ensure periodical disposal of garbage from the terminal, Canteen and CFS after obtaining needful permission from Port Trust, Customs, CISF and corporation.
• To ensure proper drainage facility in the terminal and arrange periodical drainage cleaning.

CLMS (Contract Labour Management System):

• Conduct Contract Personnel verification as UDR for admin related contracts with CRCLMS
• Ensure proper induction of all contract employees in admin., well before start of their work.

Health and Safety:

• Maintain checklist relating to safety of all LMV vehicles
• To ensure requisite facilities in First Aid & Ambulance
• Compliance & adherence to Company\'s safety policies to ensure the highest safety standards.
• To carryout periodical inspections on the site, ensure adherence of company policies like PPE usage, working hours restrictions, at risk behaviour, etc.
• Ensure adequate supervision for one-time jobs like civil, painting, plumbing etc.

Admin related procurement:

• To ensure all Admin related procurement are made in compliance with Company\'s procurement policy.
• To ensure timely submission of Purchase request
• To work closely with CPT / MDM team for admin related procurement activities
• To ensure prompt Gate entry of all admin related invoices

QUALIFICATIONS & COMPETENCIES
Skills and Competencies

Good Communication, Interpersonal and Negotiation Skills

Computer literate and knowledge of MS Office.

Stakeholder

Internal: All departments

External: Govt authorities, Vendors etc

• Educational Qualification (min)

• Bachelors degree with Computer skills

• Preferred Certifications if any

-

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

5 to 7 years

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

Minimum 5 years of experience in Administration / Facility management in a large organization.

P&O Ferries