Administration Head

Paracoat Products; Gurugram District; On-site; INR 450,000 - 650,000; Full time

Job summary

Paracoat Products is seeking an experienced Administration / Facility Manager to oversee building operations, canteen and housekeeping, safety protocols, transport services, and vendor management. The role requires coordinating with multiple vendors, ensuring compliance with safety standards, and supporting daily administrative needs across the facility.

The ideal candidate will manage day-to-day operations, maintain records, control costs, and collaborate with HR for employee welfare

Qualifications

• 610 years of experience in Administration / Facility Management, preferably in an automotive or manufacturing organization.
• Strong experience in managing building facilities, housekeeping, canteen, transport, stationery, and vendors.
• Good knowledge of workplace safety and facility-related statutory requirements.
• Ability to manage multiple vendors and administrative activities simultaneously.
• Strong coordination, communication, and negotiation skills.
• Should be proactive, organized, and capable of handling employee and facility-related issues independently.

Responsibilities

• Build & oversee day-to-day office/building facilities operations.
• Coordinate with vendors for electrical, plumbing, HVAC, civil, security, and other facility needs.
• Ensure preventive and corrective maintenance is performed on time.
• Monitor facility-related expenses and optimize resource use.
• Maintain records of AMC, maintenance activities, equipment, and service contracts.
• Coordinate with landlords/building management as required.
• Oversee canteen operations, monitor food quality, hygiene, and vendor performance.
• Ensure safety systems, exits, alarms, and drills are in place and records kept.
• Supervise housekeeping staff and ensure cleanliness of all areas.
• Manage stationery procurement, inventory levels, and usage.
• Oversee employee transportation services, vehicle maintenance, and route planning.
• Identify and manage facility vendors, obtain quotations, and renew contracts.
• Handle general administration tasks and support HR activities where needed.

Skills

Facility Management

Vendor Management

Housekeeping

Canteen Management

Transport Management

Office Administration

Safety & Compliance

Job description

Role & responsibilities

Key Responsibilities

1. Building & Facility Management

• Manage day-to-day operations and maintenance of the office/building facilities.
• Coordinate with vendors for electrical, plumbing, HVAC, civil, security, and other facility-related requirements.
• Ensure preventive and corrective maintenance is carried out on time.
• Monitor facility-related expenses and ensure optimum utilization of resources.
• Maintain records of AMC, maintenance activities, equipment, and service contracts.
• Coordinate with landlords/building management wherever applicable.

2. Canteen Management

• Manage day-to-day canteen operations and ensure quality and hygiene standards.
• Coordinate with canteen vendors and monitor food quality, quantity, and service.
• Ensure compliance with applicable food safety and hygiene requirements.
• Conduct regular inspections and collect employee feedback.
• Monitor canteen attendance, consumption, billing, and vendor performance.
• Ensure proper cleanliness and maintenance of the canteen area.

3. Building Safety & Compliance

• Ensure workplace safety standards are maintained across the premises.
• Monitor fire safety systems, fire extinguishers, emergency exits, alarms, and evacuation arrangements.
• Coordinate fire drills and emergency preparedness activities.
• Ensure safety signage and emergency information are displayed appropriately.
• Coordinate with security and facility teams during emergencies.
• Maintain records of safety inspections, incidents, drills, and corrective actions.
• Coordinate with external agencies for required inspections and statutory compliance.

4. Housekeeping Management

• Manage housekeeping staff and ensure cleanliness of office/common areas.
• Monitor daily housekeeping activities and manpower deployment.
• Ensure proper cleaning of washrooms, workspaces, cafeteria, meeting rooms, and other common areas.
• Ensure adequate availability of cleaning materials and consumables.
• Conduct regular housekeeping audits and take corrective actions.
• Manage housekeeping vendor performance and attendance.

5. Stationery & Office Consumables

• Manage procurement and inventory of stationery and office consumables.
• Maintain minimum and maximum stock levels.
• Issue stationery to departments as per requirements and company policy.
• Maintain proper records of consumption and inventory.
• Coordinate with vendors for timely procurement and cost-effective supplies.
• Control unnecessary consumption and minimize wastage.

6. Transport Management

• Manage employee transportation services, including buses/cabs, wherever applicable.
• Coordinate with transport vendors and ensure availability of vehicles as per requirement.
• Monitor vehicle routes, schedules, attendance, and utilization.
• Ensure vehicles are properly maintained and comply with applicable safety requirements.
• Handle employee transport-related concerns and resolve issues promptly.
• Monitor transport bills and vendor performance.
• Ensure proper documentation and records related to transportation.

7. Vendor Management

• Identify and coordinate with facility and administration vendors.
• Obtain quotations and negotiate commercial terms wherever required.
• Monitor vendor performance, service quality, and compliance.
• Ensure timely renewal of AMC/service contracts.
• Verify vendor bills against actual services delivered before processing.

8. General Administration

• Handle day-to-day administrative activities and employee facility requirements.
• Maintain administration-related MIS and reports.
• Monitor administrative expenses and support cost-control initiatives.
• Coordinate internal events, meetings, employee activities, and other administrative requirements.
• Ensure proper documentation and record keeping.
• Support HR in employee welfare and engagement activities wherever required.

Preferred candidate profile

Preferred Candidate Profile

• 610 years of experience in Administration / Facility Management, preferably in an automotive or manufacturing organization.
• Strong experience in managing building facilities, housekeeping, canteen, transport, stationery, and vendors.
• Good knowledge of workplace safety and facility-related statutory requirements.
• Ability to manage multiple vendors and administrative activities simultaneously.
• Strong coordination, communication, and negotiation skills.
• Should be proactive, organized, and capable of handling employee and facility-related issues independently.