Administration Officer

SRMB Steel Pvt. Ltd.; New Town; On-site; INR 350,000 - 550,000; Full time

Job summary

SRMB Steel Pvt. Ltd. in Kolkata seeks an Admin Officer to coordinate day-to-day administrative services for the office and related business operations.

You will ensure reliable travel support, housekeeping, guest-house services, vendor coordination, and timely processing of bills and records. The role supports a safe, clean, cost-conscious, and service-oriented workplace in a manufacturing environment; minimum 3 years of relevant experience is required and proficiency in MS Office and ERP/HRMS

Qualifications

• Graduate in any discipline; a diploma or certification in administration or facilities is advantageous.
• Minimum 3 years of relevant experience in office administration, facilities, travel desk, guest-house operations, or vendor coordination.
• Working knowledge of MS Office and email; experience with ERP, HRMS, or invoice workflow systems preferred.
• Comfortable coordinating with multiple vendors and internal stakeholders.

Responsibilities

• Travel and ticketing: arrange domestic and international bookings; coordinate itineraries and hotel bookings; compare options for cost and policy compliance.
• Housekeeping and facilities: monitor cleaning, pantry upkeep, washroom hygiene, and common-area readiness; track service quality; coordinate maintenance and supplies.
• Guest house and visitor support: manage guest-house reservations, check-in/check-out, meals, and local transport; maintain occupancy and records.
• Vendor and invoice administration: coordinate with providers; check invoices against work orders and rates; maintain documentation and resolve discrepancies.
• Records, compliance and coordination: maintain registers for travel, guest-house use, vendor bills, assets; support audits; coordinate with HR, Finance, Procurement, security and plant teams.
• Handle employee information and commercial documents with discretion; perform other administrative duties as needed.

Skills

Follow-up & coordination

Service orientation

Vendor communication

Attention to detail

Cost awareness

Time management

Problem solving

Discretion & integrity

Basic IT skills

Education

Graduate in any discipline

Diploma in administration or facilities management

Tools

MS Office

ERP systems

HRMS

Invoice workflow systems

Job description

JOB DESCRIPTION

ADMIN OFFICER

Position

Admin Officer

Function

Administration / Facilities

Location

Kolkata

Experience

Minimum 3 years

Industry

Manufacturing / Industrial operations

Reporting to

Administration Manager / Head of Administration

Role Purpose

To coordinate day-to-day administrative services for the Kolkata office and associated business operations, ensuring reliable travel support, housekeeping, guest-house services, vendor coordination, and timely processing of bills and records. The role supports a safe, clean, cost-conscious, and service-oriented workplace in a manufacturing organisation.

Key Responsibilities

Travel and Ticketing

• Arrange domestic and, where required, international air, rail, and road bookings for employees and business visitors in line with approved travel requests and company policy.
• Coordinate itineraries, changes, cancellations, refunds, hotel bookings, and local transport; share confirmations promptly and maintain booking records.
• Compare available options for cost, schedule, and policy compliance before confirming bookings.

Housekeeping and Facilities

• Monitor housekeeping services at office premises and coordinate daily cleaning, pantry upkeep, washroom hygiene, and common-area readiness.
• Track attendance and service quality of housekeeping personnel; raise and follow up on service issues with the agency or supervisor.
• Coordinate routine facility maintenance, repairs, utilities, office supplies, and access to service areas; escalat safety or operational concerns.

Guest House and Visitor Support

• Coordinate guest-house room availability, reservations, check-in/check-out, housekeeping, linen, and basic amenities.
• Arrange visitor reception, accommodation, meals, and local conveyance as per approved requirements.
• Maintain occupancy and service records, resolve guest concerns promptly, and coordinate repairs or deep cleaning when needed.

Vendor and Invoice Administration

• Coordinate with service providers for housekeeping, guest house, travel, transport, maintenance, and other administrative services.
• Check vendor invoices against work orders, service records, agreed rates, supporting documents, and approval limits before forwarding for payment.
• Maintain vendor documentation, service logs, rate records, and invoice status; follow up on discrepancies and pending bills.

Records, Compliance and Coordination

• Maintain accurate registers and digital records for travel, guest-house use, vendor bills, assets, consumables, and facility requests.
• Support administration-related audits and statutory or safety documentation applicable to assigned facilities.
• Coordinate with HR, Finance, Procurement, security, plant teams, and other departments to resolve routine administrative requirements.
• Handle employee information and commercial documents with discretion; perform other related administrative duties assigned by the reporting manager.

Qualifications and Experience

• Graduate in any discipline; a diploma or certification in administration, facilities, or hospitality management is an advantage.
• Minimum 3 years of relevant experience in office administration, facilities, travel desk, guest-house operations, or vendor coordination, preferably in a manufacturing or industrial organisation.
• Working knowledge of MS Office and email; experience with ERP, HRMS, or invoice workflow systems is preferred.
• Comfortable coordinating with multiple vendors and internal stakeholders, including office and plant teams.

Skills and Competencies

Strong follow-up and coordination Service orientation Vendor communication and negotiation Attention to detail in bills and records Cost awareness Time management Problem solving Discretion and integrity Basic computer and spreadsheet skills

Key Result Areas and Performance Measures

KRA

Performance Measure

Travel coordination

Bookings completed accurately and within approved timelines; changes and refunds followed through; travel costs aligned with policy and approvals.

Housekeeping and facilities

Premises meet agreed cleanliness and readiness standards; service issues are logged and closed within agreed timelines.

Guest-house operations

Reservations and check-in support handled correctly; rooms are ready as scheduled; occupancy records and guest feedback are maintained.

Vendor billing and follow-up

Invoices are checked for completeness and accuracy before submission; discrepancies are resolved; bills are tracked through the approval process.

Records and compliance

Registers and supporting documents are current, retrievable, and accurate; assigned audit or compliance observations are closed on time.

Service responsiveness

Employee and visitor requests are acknowledged promptly and resolved or escalated within agreed service timelines.

Working Relationships

Internal: Administration, HR, Finance, Procurement, Security, employees, visitors, and plant or business teams. External: Travel agencies, housekeeping and facility service providers, guest-house vendors, transport providers, and maintenance contractors.