Senior Administration Manager

TotalEnergies; Mumbai; On-site; INR 800,000 - 1,200,000; Full time

Job summary

TotalEnergies is seeking an Administration and Facilities Management professional to oversee housekeeping, maintenance, security, time office support, and vendor contracts across TCAP and Mahape sites. The role includes budgeting, compliance coordination with multiple statutory acts, and handling low-value purchases with stakeholder liaison.

The position covers managing catering, transport, and courier services, along with engagement activities and keeping SLAs with outsourced vendors.

Qualifications

• Experience in facility management and admin services.
• Knowledge of statutory compliance for factories, labour and environmental rules.
• Experience coordinating security, catering, transport and vendor management.

Responsibilities

• Oversee housekeeping, maintenance, and lab support for 2 sites.
• Manage security guard deployment and access control systems.
• Admin support for attendance/time office for staff.
• Catering, transport, and courier management across locations.
• Support statutory compliance with applicable laws and audits.
• Lead low-value purchasing and vendor contract management.
• Coordinate events and employee welfare initiatives.
• Budgeting for administration activities.
• Accounting support including tax applicability review.

Skills

Facility management

Security management

Vendor management

Budgeting

Contract administration

Tools

CCTV systems

Access control systems

MS Excel

Job description

Role & responsibilities :

Facility Management TCAP & Mahape: Oversee housekeeping, facility maintenance (utility, AC, generator, water supply, electricity), and lab maintenance support for both TCAP R&D Lab and Mahape Lube Blending Plant. Manage day-to-day administration for approximately 250+ combined headcount across the two co-located sites.

Security & Access Control:

Manage security guard deployment (10-12 guards) and access control systems including CCTV, biometric access, and visitor management for TCAP and Mahape. Coordinate with the security agency on guard training, KPI reporting, and emergency management in liaison with HSSE.

Time Office & Attendance Support:

Provide administrative support for attendance/time office for workmen at Mahape Plant, working closely with the IR vertical to ensure accurate records

Catering, Transport & Courier:

Manage canteen and catering services, vehicle/transport management, and courier services for both TCAP and Mahape locations.

Statutory Compliance Support (Admin):

Support administrative aspects of compliance with Factories Act (six-monthly), Contract Labour Act (monthly), Pollution Control Board Rules (six-monthly), Waste Management (monthly), Electricity Rules, Gas Cylinder Rules, PESO, Legal Metrology, and Lifting Equipment compliance (yearly), in coordination with the IR vertical.

Events & Engagement:

Coordinate employee meetings, festival/event management, and welfare initiatives for TCAP and Mahape staff.

Low Value Purchase Administration:

Own the low-value purchase process pan-India, ensuring policy compliance, appropriate approval levels, and efficient turnaround for routine site-level purchases across all locations, including those previously administered locally at TCAP and Mahape.

Contracting & Vendor Agreements:

Lead contract administration for low-value contracted services pan-India: drafting, validation, and renewal tracking of service agreements, AMCs, and rate contracts. Liaise with the legal team for agreement vetting where required.

Outsourced FM Vendor Management:

Act as the primary site contact for the outsourced FM vendor managing housekeeping, security, and facility maintenance, ensuring SLA compliance at both TCAP and Mahape.

Accounting support:

Budgeting for Administration activities. Review and sorting Tax applicability of TCAP technical/non technical services on Monthly basis.