Senior Administration Executive

Hvax Technologies; Mumbai; On-site; INR 400,000 - 640,000; Full time

Job summary

Hvax Technologies in Mumbai seeks a facilities administrator to oversee vendor management, utilities, and employee support. You will coordinate service providers, organize seating and internal queries, and maintain essential records to ensure smooth daily operations.

The role also covers payroll coordination, insurance processes, regulatory liaison, and travel arrangements, contributing to a safe, compliant, and efficient workplace environment.

Responsibilities

• Coordinate vendors (security, housekeeping, transport, canteen, maintenance) and monitor service levels and bills.
• Manage electricity, water, internet, telephones, transport, parking, and canteen facilities.
• Arrange seating and workplace, handle admin queries, coordinate with HR, finance and production teams.
• Maintain admin records, contracts, AMC files, licenses, renewals, and statutory displays.
• Define duties, shift planning, rosters, attendance system, payroll coordination, salary verification, compliance; handle grievances, training and safety orientation.
• Identify insurance needs, select policies, documentation, issuance, administration, renewal, claim handling and processing.
• Identify authorities, provide inspection support, obtain approvals/licenses, maintain records and reporting.
• Handle travel requests, planning, budgeting, bookings, confirmations, travel support during journey, and post-travel reimbursements.

Job description

1. Vendor & Service Management

Appointment and coordination of vendors: Security, Housekeeping, Transport, Canteen, Maintenance contractors, Service level monitoring and bill verification.

2. Utilities & Support Services

Management of electricity, water, internet, telephones, Transport, parking, and canteen facilities.

3. Employee Support & Coordination

Seating and workplace arrangements, Handling admin-related employee queries, Coordination with HR, finance, and production teams.

4. Documentation & Records

Maintenance of admin records, contracts, AMC files, Licenses, renewals, and statutory displays.

5. Support staff administration Role Assignment & Work Scheduling

Define duties and responsibilities, Shift planning, duty rosters, and attendance system, Attendance & Performance Monitoring, Daily attendance tracking, Monitoring discipline, punctuality, and work quality, Payroll / Payment Coordination, Verification of salary, overtime, and statutory compliance. Grievance Handling & Discipline Management, Address complaints, misconduct, or service issues, Counseling or corrective actions, Training & Safety Orientation, Basic training on job duties, Safety, hygiene, and emergency procedures.

6. Insurance

Insurance Need Identification, Policy Selection & Coverage Planning, Proposal & Documentation, Policy Issuance, Policy Administration, Premium Payment & Renewal, Claim Intimation, Claim Documentation & Processing, Claim Settlement, Review & Improvement.

7. Government Liasoning

Authority Identification, Inspection / Verification Support, Approval / License / Certificate Receipt, Record Maintenance & Reporting.

8. Travel desk

Travel Request Initiation, Travel Planning & Budget Check, Booking Arrangements, Confirmation & Communication, Travel Support During Journey, PostTravel Settlement, Reimbursement & Closure.