Assistant Manager Admin (Team Lead Based in Head Office and Managing Factory) - Accrescent Engineering Pvt. Ltd
(2022-04-21)
Performing as Admin & Operations Leadership Role, overseeing administrative functions, optimizing operational workflows, and ensuring efficient resource management to support business objectives. Responsibilities include policy implementation, vendor and facility management, process improvement, and compliance enforcement to enhance organizational efficiency and service delivery.
- Lead day-to-day administrative and office operations, ensuring seamless workflow and continuity of business functions.
- Develop, implement, and monitor office policies, SOPs, and workplace health & safety protocols in line with organizational standards.
- Oversee office infrastructure, workspace allocation, seating plans, and office expansion projects to ensure optimal utilization of facilities.
- Supervise building maintenance, housekeeping, security services, CCTV operations, and overall facility upkeep.
- Monitor and manage administrative budgets, cost controls, vendor invoices, and expense forecasting.
- Ensure timely repairs, maintenance, and upgrades across buildings, furniture, electrical systems, HVAC, and workplace utilities.
- Maintain a hygienic, safe, and employee-friendly work environment through continuous compliance with safety, fire, and environmental regulations.
- Facilitate and support the annual administrative audit, ensuring full compliance with organizational policies and regulatory requirements.
- Prepare, compile, and provide required administrative records, contracts, and reports for internal and external auditors.
- Identify gaps and areas for improvement and assist in implementing corrective actions.
- Ensure timely closure of audit observations and maintain audit-ready documentation throughout the year.
- Manage company-owned and leased vehicles, ensuring timely maintenance, insurance coverage, fitness certification, and efficient fleet utilization.
- Oversee fuel management, driver performance, vehicle tracking, and fleet cost optimization.
- Formulate and enforce fleet policies relating to vehicle allocation, routing, scheduling, and operational control.
- Ensure compliance with transport regulations and coordinate with relevant authorities for vehicle documentation and legal requirements.
- Administer domestic and international travel services including ticketing, hotel reservations, visa processing, and travel support.
- Negotiate corporate travel rates with hotels, airlines, and travel agencies to achieve cost savings and service efficiency.
- Maintain comprehensive travel logs, expense summaries, and policy compliance records.
- Maintain and monitor all administrative contracts including leases, service agreements, and insurance policies to ensure timely renewals and continuity of services.
- Lead vendor negotiations to secure cost-effective contracts and favourable service terms.
- Evaluate and onboard suppliers for office supplies, services, and equipment as per procurement standards.
- Ensure availability of essential office supplies including furniture, stationery, pantry items, IT accessories, and consumables.
- Track vendor performance, SLAs, service quality, and compliance with contractual obligations.
- Manage vendor billing, payments, and resolve escalated issues in coordination with Finance and Procurement.
- Ensure administrative compliance with legal, regulatory, and audit requirements.
- Manage all employee administrative matters including leave sanctioning, onboarding & offboarding formalities, transfers/postings, and staff strength reporting.
- Coordinate with the supervisor to prepare comprehensive Training Needs Analysis (TNA) for team, aligning learning requirements with departmental goals.
- Prepare and support the development of Annual Budgets, variance reports, and administrative summaries for management review.
- Draft and process Office Notes, expense approvals, and liaise with Finance to ensure accurate and timely payments.
- Respond to departmental queries, provide required data, and ensure smooth coordination with internal stakeholders.
- Check, verify, and process overseas and inland transit allowance bills and ensure adherence to policies.
- Compile, review, and submit staff performance appraisals for onward processing and record maintenance.
- Maintain databases for outsourced workforce (support staff, security personnel, drivers) and oversee biometric attendance, leave reconciliation, overtime verification, and payroll coordination.
- Facilitate end-to-end HR processes including recruitment, onboarding, induction, training coordination, and exit formalities for both in-house and outsourced staff.
- Oversee employee health insurance administration including enrolments, deletions, credit letters, claims, reimbursements, and coordination with Jubilee Insurance and IPD teams.
- Liaise with statutory bodies such as EOBI and SESSI to ensure compliance with Labor regulations and timely processing of statutory obligations.
- Address employee grievances, welfare matters, and disciplinary concerns while fostering a positive and compliant work environment.
- Support performance management activities by consolidating evaluations and maintaining accurate HR records.
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