Admin Executive

Cosmos Sports; Kozhikode district; On-site; INR 600,000 - 900,000; Full time

Job summary

Cosmos Sports in Kerala seeks an experienced Facilities and Administration Manager to oversee maintenance of stores, offices, and warehouses across the group. The role coordinates with external vendors, manages budget, and ensures safety and regulatory compliance.

You will drive space optimization, asset utilization and ensure documentation systems are robust, supporting store managers for smooth, secure operations.

Responsibilities

• Oversee the maintenance and repair of physical infrastructure, including stores, offices, and warehouses.
• Ensure compliance with health and safety regulations through making sure that safety procedures are in place and the equipment are working.
• Coordinate with external vendors for building maintenance, security, and cleaning services as per the frequency and contract terms
• Plan and manage store renovations and expansions with the support of the management and prepare a calendar for the schedule
• Once in two months, complete the visit cycle and report the senior manager about the audit findings and the recommend the actions to be taken
• Make sure that the physical appearance of the stores and clean and fully benchmarks with current standard and that is enough to keep the impression of the store in the market scenario
• Interior changes and maintenance of the branches to be initiated, coordinated and completed as per the management decisions.
• Manage allocation and utilization of resources across all retail locations such as vehicles, air conditioning equipment, signage, assets etc
• Oversee the procurement and maintenance of office supplies, equipment, and furniture and make sure quality and rate is at its best and keep the materials under controlled utilization
• Ensure optimal use of space and resources to enhance productivity, coordinate with retail managers and make sure that the store is properly keeping the infrastructure fully utilized
• Supervise facilities management staff and ensure high performance such as securities, house keeping staffs etc are doing their job best and manage their vendors in case of any issues
• Oversee the management of all administrative documentation, including contracts, licenses, and regulatory filings and do the periodical renewal of the contracts and licenses. Coordinate with the reporting officer for taking appropriate actions on a timely basis.
• Ensure compliance with legal, regulatory, and company policies with respect administrative affairs.
• Implement and manage a robust documentation system for easy retrieval and storage fo all the documents and data.
• Conduct regular audits to ensure compliance and documentation accuracy in the stores also for making sure that the company is keeping updated records everywhere required
• Manage relationships with vendors and service providers such as security management companies, logistics companies, rental owners, interior consultants and AMC agents etc
• Negotiate contracts and ensure they meet company standards and requirements, take 3 minimum quotation considering the market standards and propose the plans
• Monitor vendor performance and ensure adherence to TAT, discuss with vendors and take appropriate steps for performance improvements
• Handle disputes and issues with vendors effectively as per the direction of the senior officials
• Develop and implement security policies and procedures considering the store locations, seasonal activities and to avoid shoplifting
• Ensure all retail locations have adequate security measures in place such as security cameras, securities and other factors
• Conduct risk assessments and implement mitigation strategies based on the incidents and take preventive steps
• Develop and manage the administration department budget considering the renovation, maintenance and updation costs
• Implement cost control measures to ensure efficient use of resources such as vehicle maintenance, asset utilization and stationary
• Monitor expenditures and report variances.
• Identify opportunities for cost savings and efficiency improvements.
• Responsible to ensure the payments of Electricity, Water, Telephone, Waste Disposal, etc. before due date.
• Set store wise operational target in coordination with accounts and submit the reason for violations if any
• Ensure high levels of administrative support to internal customers (e.g., store managers, department heads) and make sure that their escalations are getting resolved in the minimum TAT
• Responsible for maintaining office decorum, house keeping and guest management facility as per the standards of the company
• Reserving Train/Air/Bus Ticket and arranging temporary accommodations for the Management & Staffs.
• Responsible for managing staff accommodations to ensure Safety, Wellness, Health and Hygiene.
• Responsible to ensure the necessary facilities for new employees. (Computer/Telephone/Table/Chair, Vehicle, Business Cards, etc.)
• Address and resolve administrative issues and requests promptly and keep the log book for the track and steps taken for future reference
• Implement feedback mechanisms to continuously improve support services.
• Verification of travel claims and settlements

Job description

• Oversee the maintenance and repair of physical infrastructure, including stores, offices, and warehouses.
• Ensure compliance with health and safety regulations through making sure that safety procedures are in place and the equipment are working.
• Coordinate with external vendors for building maintenance, security, and cleaning services as per the frequency and contract terms
• Plan and manage store renovations and expansions with the support of the management and prepare a calendar for the schedule
• Once in two months, complete the visit cycle and report the senior manager about the audit findings and the recommend the actions to be taken
• Make sure that the physical appearance of the stores and clean and fully benchmarks with current standard and that is enough to keep the impression of the store in the market scenario
• Interior changes and maintenance of the branches to be initiated, coordinated and completed as per the management decisions.

2. Resource and Facilities Management

• Manage allocation and utilization of resources across all retail locations such as vehicles, air conditioning equipment, signage, assets etc
• Oversee the procurement and maintenance of office supplies, equipment, and furniture and make sure quality and rate is at its best and keep the materials under controlled utilization
• Ensure optimal use of space and resources to enhance productivity, coordinate with retail managers and make sure that the store is properly keeping the infrastructure fully utilized
• Supervise facilities management staff and ensure high performance such as securities, house keeping staffs etc are doing their job best and manage their vendors in case of any issues

3. Documentation and Compliance Management

• Oversee the management of all administrative documentation, including contracts, licenses, and regulatory filings and do the periodical renewal of the contracts and licenses. Coordinate with the reporting officer for taking appropriate actions on a timely basis.
• Ensure compliance with legal, regulatory, and company policies with respect administrative affairs.
• Implement and manage a robust documentation system for easy retrieval and storage fo all the documents and data.
• Conduct regular audits to ensure compliance and documentation accuracy in the stores also for making sure that the company is keeping updated records everywhere required

4. Vendor and Contract Management

• Manage relationships with vendors and service providers such as security management companies, logistics companies, rental owners, interior consultants and AMC agents etc
• Negotiate contracts and ensure they meet company standards and requirements, take 3 minimum quotation considering the market standards and propose the plans
• Monitor vendor performance and ensure adherence to TAT, discuss with vendors and take appropriate steps for performance improvements
• Handle disputes and issues with vendors effectively as per the direction of the senior officials

5. Security and Risk Management

• Develop and implement security policies and procedures considering the store locations, seasonal activities and to avoid shoplifting
• Ensure all retail locations have adequate security measures in place such as security cameras, securities and other factors
• Conduct risk assessments and implement mitigation strategies based on the incidents and take preventive steps

6. Budget Management and Cost Control

• Develop and manage the administration department budget considering the renovation, maintenance and updation costs
• Implement cost control measures to ensure efficient use of resources such as vehicle maintenance, asset utilization and stationary
• Monitor expenditures and report variances.
• Identify opportunities for cost savings and efficiency improvements.
• Responsible to ensure the payments of Electricity, Water, Telephone, Waste Disposal, etc. before due date.
• Set store wise operational target in coordination with accounts and submit the reason for violations if any

7. Coordination and Support

• Ensure high levels of administrative support to internal customers (e.g., store managers, department heads) and make sure that their escalations are getting resolved in the minimum TAT
• Responsible for maintaining office decorum, house keeping and guest management facility as per the standards of the company
• Reserving Train/Air/Bus Ticket and arranging temporary accommodations for the Management & Staffs.
• Responsible for managing staff accommodations to ensure Safety, Wellness, Health and Hygiene.
• Responsible to ensure the necessary facilities for new employees. (Computer/Telephone/Table/Chair, Vehicle, Business Cards, etc.)
• Address and resolve administrative issues and requests promptly and keep the log book for the track and steps taken for future reference
• Implement feedback mechanisms to continuously improve support services.
• Verification of travel claims and settlements