Administration Offroll

JSW Energy; Munger; On-site; INR 300,000 - 500,000; Full time

Job summary

JSW Energy is seeking an experienced administration professional to oversee office and site facilities, accommodation, transport, and vendor contracts. You will coordinate with HR, safety, and maintenance teams to ensure smooth operations and compliant processes across multiple sites.

The role includes managing guest houses, event logistics, MIS reporting, budget tracking, and continuous improvements in administrative services for office premises, township facilities, and associated operations.

Qualifications

• Experience in office administration and facilities management.
• Ability to coordinate across multiple service areas (housekeeping, transport, security).
• Strong documentation and reporting skills.

Responsibilities

• Ensure smooth day-to-day administration of office and site facilities.
• Manage office infrastructure, furniture, stationery, housekeeping, pantry, and other administrative services.
• Monitor upkeep and maintenance of office premises.
• Maintain administrative records, files, agreements, and documentation.
• Coordinate office movements and seating arrangements of employees.
• Support management in administration-related decision-making.
• Supervise housekeeping, pest control, waste management, and sanitation activities.
• Coordinate with civil, electrical, plumbing, and maintenance teams for facility upkeep.
• Monitor operation and maintenance of office buildings, guest houses, hostels, and township facilities.
• Conduct regular inspections and identify improvement opportunities.
• Ensure timely rectification of facility-related complaints.
• Coordinate allotment of company accommodation, guest houses, and bachelor hostels.
• Maintain accommodation records and occupancy status.
• Coordinate with HR and concerned departments for onboarding accommodation requirements.
• Facilitate movement-in and movement-out processes.
• Support Township Management Committee activities and implementation of committee decisions.
• Monitor maintenance and cleanliness of residential facilities.
• Arrange transportation for employees, visitors, consultants, and senior management.
• Coordinate vehicle deployment, driver scheduling, and route planning.
• Monitor fuel consumption, vehicle utilization, and maintenance records.
• Ensure compliance with vehicle operation guidelines and company policies.
• Verify transport vendor invoices and supporting documents.
• Coordinate transport arrangements during VIP visits and company events.
• Coordinate with service providers for manpower, housekeeping, transport, catering, and facility management services.
• Monitor vendor performance against agreed service levels.
• Verify invoices, attendance sheets, work completion reports, and service records.
• Assist in preparation of PRs, service orders, amendments, and contract renewals.
• Maintain vendor database and contract records.
• Ensure timely processing of vendor payments.
• Initiate Purchase Requisitions (PRs) for administrative requirements.
• Coordinate with procurement and commercial departments for material and service procurement.
• Track PRs, POs, and delivery schedules.
• Maintain inventory of consumables and office supplies.
• Ensure cost-effective procurement practices.
• Manage booking and allocation of guest house rooms.
• Coordinate hospitality arrangements for visitors, consultants, auditors, and dignitaries.
• Ensure quality food, housekeeping, and room services.
• Arrange conference rooms, meeting facilities, refreshments, and event logistics.
• Maintain guest records and occupancy reports.
• Coordinate with safety department in terms of Administration services and requirement.
• Coordinate incident reporting and investigation support.
• Ensure compliance with safety and security procedures.
• Organize departmental meetings, management reviews, events, conferences, and celebrations.
• Coordinate logistics, transportation, accommodation, food arrangements, and venue preparation.
• Prepare meeting schedules, MOMs, attendance records, and action trackers.
• Support site visits by senior management and external stakeholders.
• Maintain administrative MIS reports.
• Prepare monthly reports on accommodation, transport, facility management, and vendor performance.
• Maintain databases related to contracts, assets, employee accommodation, and transport operations.
• Generate reports for management review and decision making.
• Ensure proper record keeping and document control.
• Assist in preparation of annual administration budgets.
• Monitor administrative expenses and service costs.
• Identify cost-saving opportunities.
• Track monthly expenditure against approved budgets.
• Support financial planning for administrative operations.
• Ensure compliance with company policies and administrative procedures.
• Maintain records related to contracts, licenses, agreements, and statutory documents.
• Support internal and external audits.

Skills

Office administration

Facilities management

Vendor management

Procurement support

Tools

MS Office

Vendor management system

Job description

Role & responsibilities

Key Roles & Responsibilities

1. Office Administration

• Ensure smooth day-to-day administration of office and site facilities.
• Manage office infrastructure, furniture, stationery, housekeeping, pantry, and other administrative services.
• Monitor upkeep and maintenance of office premises.
• Maintain administrative records, files, agreements, and documentation.
• Coordinate office movements and seating arrangements of employees.
• Support management in administration-related decision-making.

2. Facility Management

• Supervise housekeeping, pest control, waste management, and sanitation activities.
• Coordinate with civil, electrical, plumbing, and maintenance teams for facility upkeep.
• Monitor operation and maintenance of office buildings, guest houses, hostels, and township facilities.
• Conduct regular inspections and identify improvement opportunities.
• Ensure timely rectification of facility-related complaints.

3. Accommodation & Township Management

• Coordinate allotment of company accommodation, guest houses, and bachelor hostels.
• Maintain accommodation records and occupancy status.
• Coordinate with HR and concerned departments for onboarding accommodation requirements.
• Facilitate movement-in and movement-out processes.
• Support Township Management Committee activities and implementation of committee decisions.
• Monitor maintenance and cleanliness of residential facilities.

4. Transport Management

• Arrange transportation for employees, visitors, consultants, and senior management.
• Coordinate vehicle deployment, driver scheduling, and route planning.
• Monitor fuel consumption, vehicle utilization, and maintenance records.
• Ensure compliance with vehicle operation guidelines and company policies.
• Verify transport vendor invoices and supporting documents.
• Coordinate transport arrangements during VIP visits and company events.

5. Vendor & Contract Management

• Coordinate with service providers for manpower, housekeeping, transport, catering, and facility management services.
• Monitor vendor performance against agreed service levels.
• Verify invoices, attendance sheets, work completion reports, and service records.
• Assist in preparation of PRs, service orders, amendments, and contract renewals.
• Maintain vendor database and contract records.
• Ensure timely processing of vendor payments.

6. Procurement Support

• Initiate Purchase Requisitions (PRs) for administrative requirements.
• Coordinate with procurement and commercial departments for material and service procurement.
• Track PRs, POs, and delivery schedules.
• Maintain inventory of consumables and office supplies.
• Ensure cost-effective procurement practices.

7. Guest House & Hospitality Management

• Manage booking and allocation of guest house rooms.
• Coordinate hospitality arrangements for visitors, consultants, auditors, and dignitaries.
• Ensure quality food, housekeeping, and room services.
• Arrange conference rooms, meeting facilities, refreshments, and event logistics.
• Maintain guest records and occupancy reports.

8. Safety Management

• Coordinate with safety department in terms of Administration services and requirement.
• Coordinate incident reporting and investigation support.
• Ensure compliance with safety and security procedures.

9. Event & Meeting Coordination

• Organize departmental meetings, management reviews, events, conferences, and celebrations.
• Coordinate logistics, transportation, accommodation, food arrangements, and venue preparation.
• Prepare meeting schedules, MOMs, attendance records, and action trackers.
• Support site visits by senior management and external stakeholders.

10. Documentation & MIS Reporting

• Maintain administrative MIS reports.
• Prepare monthly reports on accommodation, transport, facility management, and vendor performance.
• Maintain databases related to contracts, assets, employee accommodation, and transport operations.
• Generate reports for management review and decision making.
• Ensure proper record keeping and document control.

11. Budget & Cost Control

• Assist in preparation of annual administration budgets.
• Monitor administrative expenses and service costs.
• Identify cost-saving opportunities.
• Track monthly expenditure against approved budgets.
• Support financial planning for administrative operations.

12. Compliance & Statutory Coordination

• Ensure compliance with company policies and administrative procedures.
• Maintain records related to contracts, licenses, agreements, and statutory documents.
• Support internal and external audits.

Key Performance Indicators (KPIs)

• Facility uptime and maintenance compliance.
• Timely accommodation allotment and occupancy management.
• Vehicle utilization and transport efficiency.
• Vendor performance and service quality.
• Budget adherence and cost optimization.
• Timely PR and invoice processing.
• Employee satisfaction regarding administrative services.
• Closure rate of administrative complaints.
• Compliance with company policies and audit requirements.

Preferred candidate profile

Candidates who have work experience (On Roll & Off Roll) in Vedanta, Hindalco, TATA, Dalmia Cement, RBI & SAIL Durgapur are preferred.