Role : Admin Executive <p>Job Responsibilities Include:</p><ul><li><p>Managing housekeeping operations and ensuring upkeep standards.</p></li><li><p>Handling supplies inventory, mailroom operations, and equipment maintenance.</p></li><li><p>Coordinating transport arrangements, driver compliance, route efficiency, and vehicle documentation.</p></li><li><p>Overseeing cafeteria and pantry operations including hygiene audits, vendor coordination, and equipment functionality.</p></li><li><p>Planning and managing in-house events (seminars, conferences, etc.).</p></li><li><p>Managing repair and maintenance activities including printers, stationery, and fault escalation.</p></li><li><p>Preparing various Admin reports such as daily/weekly/monthly updates, vehicle tracking, inspection, and consumption reports.</p></li></ul><br /><p>FACILITIES:</p><ul><li><p>Ensure housekeeping operations through coordination with the vendor-supervisor in allocation of responsibility/work areas, availability of the requisite housekeeping-staff and adherence to upkeep schedules as well as the staff’s adherence to personal hygiene and behavioral standards.</p></li><li><p>Ensure utilization of housekeeping material, toiletries, and other consumables. </p></li><li><p>Horticulture/Pest Control Service</p></li><li><p>Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies</p></li><li><p>Mail room: Dispatch/Receipt. of mail/Courier. Open, sort and distribute incoming correspondences.</p></li><li><p>Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques</p></li></ul> <p>TRANSPORT:</p><ul><li><p>Arranging pick up & drops for employees.</p></li><li><p>Manage and control transport movement by checking transport roster, briefing drivers, random checking of vehicles & drivers, ensure all the vehicle related documents are in place.</p></li><li><p>Ensure the cab/buses are utilized in the best feasible way and reduce cab/buses if superfluous.</p></li><li><p>Perform ongoing evaluation of route efficiencies, develop strategies for improvement and report suggested changes</p></li><li><p>Trouble shooting transportation issues</p></li><li><p>Educate and ensure cab/bus driver awareness of traffic & safety rules. Report areas of concern and non-compliance. </p></li><li><p>To track the cab movements and report deviations.</p></li></ul> <p>CAFETERIA & PANTRY MANAGEMNENT: </p><ul><li><p>Managing the provision of quality (hygiene, variety and taste standards) cafeteria services to staff members in a timely manner and as per the menu-options decided for the week [in consultation with the canteen-committees where applicable].</p></li><li><p>Conducting pre-defined audits (base-kitchen audits, pre-meal audits, food-testing audits) at a random as well as a pre-determined frequency. </p></li><li><p>Managing cafeteria services from a seating-aspect, also ensuring provision and operationality of other equipment such as microwaves, vending machines, Bain-maries in the right numbers.</p></li><li><p>Ensuring provision of quality cutlery, crockery and other add-ons in the right number to ensure minimal wait-time for the staff while maintaining high hygiene standards </p></li><li><p>Pantry Operation – Conducting regular checks and track the upkeep and maintenance of the coffee/ FMCG consumables vending machines from the aspect of machine operationality; stock renewal in a timely manner and ensure hygiene in the pantry areas and by monitoring the performance of the housekeeping/pantry staff. EVENT MANAGEMENT </p></li><li><p>Planning, managing and organizing in-house events after due approvals (Conferences/ Seminars/ Training Programs/ Family Day/ Annual Day etc.) </p></li><li><p>Coordinating with the core-organizing team to understand expectations, participation-figures, event-design and schedule in order to develop and execute the checklist of arrangements to be made.</p></li></ul> <p>REPAIR & MAINTENANCE:</p><ul><li><p>Managing the printing and stationery services to ensure disruption-free functioning.</p></li><li><p>Keep track and control the repair & maintenance cost.</p></li><li><p>Fault Management and Escalation - monitors the faulty events and reports or escalates the faults to the immediate manager.</p></li><li><p>Responsible for Upkeep, repair, maintenance of all Telephones & EPABX.</p></li><li><p>Monitoring the printers for functionality.</p></li></ul> <p>EVENT MANAGEMENT </p><ul><li><p>Planning, managing and organizing in-house events after due approvals (Conferences/ Seminars/ Training Programs/ Family Day/ Annual Day etc.) </p></li><li><p>Coordinating with the core-organizing team to understand expectations, participation-figures, event-design and schedule in order to develop and execute the checklist of arrangements to be made.</p></li></ul><p>REPORTS</p><ul><li><p>Maintain daily / weekly / monthly reports of the Admin related activities.</p></li><li><p>Online GPS tracking report.</p></li><li><p>Vehicle Inspection reports</p></li><li><p>Vehicle Sanitization reports</p></li><li><p>Vehicle utilization reports.</p></li><li><p>Office supplies consumption reports</p></li><li><p>EPABX and printer functionality report</p></li><li><p>Mail room Reports</p></li></ul><h3>experience</h3>8

<p> </p><ol><li>Facility Round on all the floors to check for the general cleaning and maintenance.</li><li>Cross Verify & Approver of TPV staff monthly attendance.</li><li>All soft services related Invoices Payment release follow up with vendor.</li><li>Housekeeping related consumable consumptions tracking & consumables order according to the consumption.</li><li>Regular visit to all critical rooms such as AHU, Server Room, Hub Room to see cleanliness & Technical upkeep.</li><li>Handling vending machine operations (Ordering material, Tracking of Daily Consumption.</li><li>Be accessible for escalation of all FM related issues and revert to all mail communications.</li><li>Co-Operating with HR team to conduct weekly Induction session at site.</li><li>Manage all soft services aspects pertaining to the functioning of the building-Undertake all day to day to HK & M&E</li><li>To check & maintain the HVAC, Water supply, and Lighting, daily at the facility.</li><li>Event Management & All client visit coordination for All Entity of Deloitte.</li><li>Petty cash management for regular operational expenses.</li><li>Co-Ordination with developers’ operations team.</li><li>Co-Ordination for Quarterly PPM & Reports maintain for All technical vendors.</li><li>Liaison with various service providers related to the facility.</li><li>Ensure scrap removal in a timely manner to avoid critical issues as per Deloitte policies.</li><li>All types of Audit documentation preparation for the different audits.</li><li>File archival and file storage for all business functions in compactor room</li><li>File archival including sending & retrieval file to writers for all entities. Also includes maintain updated excel sheets for all business functions.</li><li>Co-Ordinating with Medical staff for medical room operations.</li><li>Monthly Fire Extinguisher checking & Checklist maintaining with MST Team.</li><li>Co-Ordination with cafeteria vendor for daily operations & Events.</li><li>Tracking runner boy activity & conveyance sheet cross checking for conveyance process.</li><li>Prepare and schedule invoice payments in accordance with agreed payment terms. Monitor overdue invoices and follow up with vendors or internal teams to ensure timely resolution.</li><li>Maintain organized records of all invoices, payments, and related correspondence for audit and reporting purposes.</li><li>Monitor inventory levels of stationery and office supplies, and reorder stock as needed to prevent shortages.</li><li>Assist in the disposal or archiving and retrieving of old or confidential documents in accordance with company policies.</li><li>Schedule and coordinate meetings, appointments, and events</li><li>In the absence of the Front Officer, handle employee temporary card activation and deactivation, prepare business cards, address NFC card queries, and perform front office-related tasks. Ensure smooth operations in their absence.</li><li>Handling Veris Visitor and Vendor processes.</li><li>Assist Admin Manager for all admin related work.</li></ol><h3>experience</h3>5