Site Admin

Damco Spain SL; Bengaluru; On-site; INR 450,000 - 650,000; Full time

Job summary

Maersk is seeking a Site Administrator to support warehouse operations by handling facility management, documentation, attendance tracking, and vendor coordination. You will oversee daily site activities and ensure compliance across processes.

The role requires 2–5 years of warehouse administration or facility management experience, with strong MS Excel and reporting skills. You will coordinate PR/PO cycles, verify invoices, monitor assets, and maintain safety and housekeeping standards at the

Qualifications

• Bachelor's degree in business/admin/ops field.
• 2–5 years of warehouse administration or facility management experience.
• Experience in procurement and vendor coordination.

Responsibilities

• Oversee upkeep of warehouse facility and utilities.
• Maintain statutory and audit documents and ensure compliance.
• Raise PRs; coordinate PO generation and approvals.
• Verify vendor invoices against POs and services rendered.
• Monitor AMC and machinery; coordinate service dates.
• Conduct daily site Gemba walks and address gaps.
• Provide site-level administrative support and visitor management.
• Track assets and manage ID cards, uniforms and inventory.

Skills

Communication

Coordination

Problem solving

Attention to detail

Reporting

Education

Bachelor's Degree in Business Administration, Commerce, Operations Management, or related field

Tools

MS Excel

Job description

The Site Administrator is responsible for ensuring smooth administrative, facility, compliance, and vendor management activities at the warehouse site. The role supports day-to-day operations by maintaining infrastructure, managing documentation, attendance, procurement processes, vendor coordination, asset management, and regulatory compliance.

Key Responsibilities

1. Facility Management

• Ensure overall upkeep and maintenance of the warehouse facility.
• Monitor office infrastructure, utilities, lighting, housekeeping, and common areas.
• Coordinate with vendors for facility repairs and maintenance activities.
• Ensure all facility-related issues are addressed within defined timelines.
• Maintain daily attendance records of employees and contract manpower.
• Track absenteeism, overtime, and shift attendance.
• Coordinate with HR and manpower vendors for attendance reconciliation.
• Ensure timely submission of attendance reports.

3. Documentation & Compliance

• Maintain statutory, compliance, and operational records.
• Ensure all SOPs, licenses, permits, and audit documents are updated and available.
• Support internal, external, customer, and regulatory audits.
• Maintain document control and record retention as per company guidelines.

4. PR & PO Management

• Raise Purchase Requisitions (PRs) for site requirements.
• Follow up on approvals with relevant stakeholders.
• Coordinate with procurement teams for Purchase Order (PO) generation.
• Track PR/PO status and ensure timely closure.

5. Invoice Verification & Submission

• Collect invoices from vendors and service providers.
• Verify invoice details against approved POs and services rendered.
• Submit invoices to the finance team for processing.
• Track payment status and coordinate with finance for timely vendor payments.
• Monitor the performance of facility, housekeeping, and support service vendors.
• Ensure housekeeping standards, cleanliness, and hygiene are maintained across the site.
• Conduct periodic vendor performance reviews.
• Ensure vendor staff compliance with safety, grooming, and workplace standards.

7. AMC & Machinery Monitoring

• Maintain records of all machinery and equipment under AMC.
• Track AMC validity and renewal dates.
• Liaise with vendors during equipment breakdowns and service activities.
• Ensure minimum downtime of critical equipment.

8. Site Gemba & Audit Management

• Conduct daily site inspections and Gemba walks.
• Identify safety, quality, compliance, and facility-related gaps.
• Track corrective and preventive actions until closure.
• Support continuous improvement and Kaizen initiatives.

9. Administrative Support

• Provide administrative support to warehouse operations and support functions.
• Coordinate meetings, visitor management, and site-level administrative activities.
• Arrange office supplies and site requirements as needed.

10. Asset Management

• Maintain records of company assets issued to employees.
• Coordinate issuance and tracking of ID cards, uniforms, lockers, stationery, and related items.
• Conduct periodic asset verification and reconciliation.
• Ensure proper control of asset inventory.
• Facility & Vendor Management
• Documentation & Compliance Management
• Procurement Coordination (PR/PO Process)
• Invoice and Payment Tracking
• Audit & Gemba Management
• Asset Management
• Strong MS Excel and Reporting Skills
• Communication & Coordination Skills
• Problem Solving and Follow-up
• Attention to Detail

Educational Qualification

• Bachelor's Degree in Business Administration, Commerce, Operations Management, or related field.
• Relevant experience in warehouse administration, facility management, or operations support preferred.

Experience

• 2-5 years of experience in warehouse administration, facility management, logistics, or operations support roles.

Key Performance Indicators (KPIs)

• Attendance accuracy and timely reporting.
• PR/PO turnaround time.
• Invoice submission and payment tracking efficiency.
• Audit compliance score.
• Facility maintenance and issue closure rate.
• Housekeeping and safety compliance score.
• Asset tracking accuracy.
• Timely closure of Gemba observations and action items.

Maersk is committed to a diverse and inclusive workplace, and we embrace different styles of thinking. Maersk is an equal opportunities employer and welcomes applicants without regard to race, colour, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, pregnancy or parental leave, veteran status, gender identity, genetic information, or any other characteristic protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with all legal requirements.

We are happy to support your need for any adjustments during the application and hiring process. If you need special assistance or an accommodation to use our website, apply for a position, or to perform a job, please contact us by emailing [e-mail] .