Admin Executive

Vilas Transcore Limited; Vadodara; On-site; INR 300,000 - 420,000; Full time

Job summary

Vilas Transcore Limited in Vadodara, Gujarat, seeks a responsible Admin Executive to join our team. The role focuses on plant administration, facilities management and seamless coordination with production, HR, maintenance and security to keep operations running smoothly.

The ideal candidate has 2–5 years of experience in admin within a manufacturing setting, with Graduate or MBA in HR/Administration preferred.

Qualifications

• Graduate or MBA in HR/Administration preferred.
• 2–5 years of experience in admin/plant administration.
• Experience in manufacturing environment is desirable.

Responsibilities

• Plant Administration: manage day-to-day administrative activities of the manufacturing plant.
• Ensure smooth functioning of office, plant and common facilities.
• Coordinate with Production, HR, Maintenance, Stores, Security and other departments for admin needs.
• Maintain administrative records, registers and documentation.
• Ensure availability of stationery and office supplies.
• Monitor cleanliness and upkeep of plant premises.
• Supervise housekeeping and facility management across plant and facilities.
• Coordinate maintenance of basic civil and facility infrastructure.
• Coordinate with security for plant security and gate procedures.
• Handle transportation coordination per shift requirements and vehicle records.
• Oversee canteen operations and employee welfare facilities.
• Coordinate with vendors for housekeeping, security, transport and canteen services.
• Monitor attendance and manpower coordination for administrative staff and outsourced workers.
• Prepare routine administrative reports and MIS.

Skills

Administrative

Facilities management

Vendor management

Coordination

Team collaboration

Education

Graduate / MBA in HR & Administration

Job description

WE ARE HIRING – Sr ADMIN EXECUTIVE

Vilas Transcore Limited, Vadodara, is looking for a responsible and proactive Admin Executive to join our team.

Position

Admin Executive

Location

Vadodara, Gujarat

Experience

2–5 Years

Qualification

Graduate / MBA in HR & Administration preferred

Industry

Manufacturing

Key Responsibilities

Skills: transportation,administrative,maintenance,management,compliance,security

• Plant Administration
• Manage day-to-day administrative activities of the manufacturing plant.
• Ensure smooth functioning of office, plant and common facilities.
• Coordinate with Production, HR, Maintenance, Stores, Security and other departments for administrative requirements.
• Maintain administrative records, registers and documentation.
• Ensure availability of stationery, office supplies and other administrative consumables.
• Monitor general cleanliness, hygiene and upkeep of plant premises.
• Housekeeping & Facility Management
• Supervise housekeeping activities across the plant, offices, restrooms, locker rooms and common areas.
• Ensure proper cleanliness in the entire factory.
• Monitor housekeeping manpower, attendance and work performance.
• Coordinate pest control, waste disposal, sanitation and other facility-related activities.
• Conduct regular facility inspections and report deficiencies to management.
• Coordinate maintenance of basic civil and facility infrastructure.
• Security Management
• Coordinate with security agency and security supervisors for plant security.
• Monitor security manpower, attendance and deployment.
• Ensure proper implementation of gate entry and exit procedures.
• Monitor visitor, vehicle and material movement records.
• Ensure employees follow gate-pass and authorization procedures.
• Review security incidents and coordinate corrective actions.
• Monitor CCTV coverage and report security-related issues to management.
• Ensure compliance with security SOPs.
• Transportation Management
• Coordinate employee transportation as per shift requirements.
• Prepare and maintain transport schedules and route details.
• Coordinate with transport vendors and drivers.
• Monitor vehicle availability, punctuality and employee pickup/drop arrangements.
• Address transportation complaints and ensure timely resolution.
• Maintain vehicle utilization and transportation-related records.
• Verify transportation bills and supporting documents before submission.
• Canteen & Employee Welfare
• Coordinate day-to-day canteen operations.
• Monitor food quality, hygiene and cleanliness.
• Coordinate with the canteen vendor for meal arrangements as per shift strength.
• Monitor employee welfare facilities such as drinking water, seating, rest areas and other amenities.
• Collect employee feedback regarding administrative and welfare facilities.
• Coordinate corrective action for employee welfare-related issues.
• Vendor & Contractor Management
• Coordinate with housekeeping, security, transportation, canteen, pest control and other service providers.
• Monitor vendor performance against agreed service requirements.
• Verify attendance, service records and bills submitted by vendors.
• Follow up for timely completion of contracted services.
• Escalate poor performance, service gaps or repeated complaints to management.
• Maintain vendor-related records and agreements.
• Attendance & Manpower Coordination
• Monitor attendance of administrative staff, security, housekeeping and other outsourced manpower.
• Coordinate manpower requirements with HR and respective departments.
• Verify contractor manpower deployment against approved requirements.
• Report absenteeism, shortage and manpower issues to the concerned department.
• Maintain administrative manpower records.
• Plant Infrastructure & Maintenance Coordination
• Coordinate with the Maintenance Department for administrative facility-related repairs.
• Report issues related to lighting, air conditioning, plumbing, furniture, doors, electrical points and other common facilities.
• Monitor timely completion of facility maintenance activities.
• Maintain records of complaints and corrective actions.
• Ensure administrative areas remain operational and well maintained.
• Statutory & Compliance Support
• Support HR/Admin Head in maintaining statutory and regulatory records applicable to plant administration.
• Coordinate documentation required for factory, labour, fire, safety and other statutory inspections, wherever applicable.
• Maintain records related to licenses, agreements, AMC/service contracts and facility compliance.
• Support internal, customer and external audits by providing required administrative documents.
• Ensure timely renewal and follow-up of administrative licenses and service contracts.
• Safety & Emergency Preparedness
• Coordinate with Safety and Maintenance teams for emergency preparedness.
• Ensure emergency contact numbers and important notices are displayed at designated locations.
• Support fire drill, emergency drill and evacuation activities.
• Ensure emergency routes and common areas are not obstructed.
• Report unsafe conditions observed in administrative and common areas.
• Travel & Guest Management
• Coordinate accommodation and transportation arrangements for visitors, customers and company guests.
• Arrange meeting rooms and required facilities for visitors.
• Coordinate local travel requirements for management and official visitors.
• Maintain records of guest house, accommodation and travel arrangements.
• Office Administration
• Manage stationery, printing materials, office supplies and general administrative inventory.
• Coordinate courier, postal and document dispatch activities.
• Maintain records of company vehicles, utility services and administrative assets.
• Support management meetings and administrative arrangements.
• Prepare routine administrative reports and MIS.
• Purchase & Expense Coordination
• Raise administrative purchase requisitions as per approved requirements.
• Obtain quotations from approved vendors wherever required.
• Coordinate purchase of stationery, housekeeping materials, PPE-related administrative items and facility consumables.
• Verify invoices, bills and supporting documents.
• Coordinate with Accounts for timely processing of administrative payments.
• Monitor administrative expenses against approved budgets.
• Employee Discipline & Support
• Support HR in maintaining discipline within administrative/common areas.
• Monitor compliance with company rules related to cleanliness, parking, smoking, unauthorized entry and general conduct.
• Record and report administrative violations to HR/Admin Head.
• Support employee grievance resolution related to facilities and administrative services.
• MIS & Reporting : Prepare and submit regular reports such as:
• Daily administrative activity report.
• Security manpower and incident report.
• Canteen report.
• Vendor performance report.
• Facility maintenance/complaint report