Admin Executive

WE ARE HIRING – Sr ADMIN EXECUTIVE

Vilas Transcore Limited, Vadodara, is looking for a responsible and proactive Admin Executive to join our team.

Position: Admin Executive

Location: Vadodara, Gujarat

Experience: 2–5 Years

Qualification: Graduate / MBA in HR & Administration preferred

Industry: Manufacturing

Key ResponsibilitiesSkills: transportation,administrative,maintenance,management,compliance,security

• Plant Administration
• Manage day-to-day administrative activities of the manufacturing plant.
• Ensure smooth functioning of office, plant and common facilities.
• Coordinate with Production, HR, Maintenance, Stores, Security and other departments for administrative requirements.
• Maintain administrative records, registers and documentation.
• Ensure availability of stationery, office supplies and other administrative consumables.
• Monitor general cleanliness, hygiene and upkeep of plant premises.
• Housekeeping & Facility Management
• Supervise housekeeping activities across the plant, offices, restrooms, locker rooms and common areas.
• Ensure proper cleanliness in the entire factory.
• Monitor housekeeping manpower, attendance and work performance.
• Coordinate pest control, waste disposal, sanitation and other facility-related activities.
• Conduct regular facility inspections and report deficiencies to management.
• Coordinate maintenance of basic civil and facility infrastructure.
• Security Management
• Coordinate with security agency and security supervisors for plant security.
• Monitor security manpower, attendance and deployment.
• Ensure proper implementation of gate entry and exit procedures.
• Monitor visitor, vehicle and material movement records.
• Ensure employees follow gate-pass and authorization procedures.
• Review security incidents and coordinate corrective actions.
• Monitor CCTV coverage and report security-related issues to management.
• Ensure compliance with security SOPs.
• Transportation Management
• Coordinate employee transportation as per shift requirements.
• Prepare and maintain transport schedules and route details.
• Coordinate with transport vendors and drivers.
• Monitor vehicle availability, punctuality and employee pickup/drop arrangements.
• Address transportation complaints and ensure timely resolution.
• Maintain vehicle utilization and transportation-related records.
• Verify transportation bills and supporting documents before submission.
• Canteen & Employee Welfare
• Coordinate day-to-day canteen operations.
• Monitor food quality, hygiene and cleanliness.
• Coordinate with the canteen vendor for meal arrangements as per shift strength.
• Monitor employee welfare facilities such as drinking water, seating, rest areas and other amenities.
• Collect employee feedback regarding administrative and welfare facilities.
• Coordinate corrective action for employee welfare-related issues.
• Vendor & Contractor Management
• Coordinate with housekeeping, security, transportation, canteen, pest control and other service providers.
• Monitor vendor performance against agreed service requirements.
• Verify attendance, service records and bills submitted by vendors.
• Follow up for timely completion of contracted services.
• Escalate poor performance, service gaps or repeated complaints to management.
• Maintain vendor-related records and agreements.
• Attendance & Manpower Coordination
• Monitor attendance of administrative staff, security, housekeeping and other outsourced manpower.
• Coordinate manpower requirements with HR and respective departments.
• Verify contractor manpower deployment against approved requirements.
• Report absenteeism, shortage and manpower issues to the concerned department.
• Maintain administrative manpower records.
• Plant Infrastructure & Maintenance Coordination
• Coordinate with the Maintenance Department for administrative facility-related repairs.
• Report issues related to lighting, air conditioning, plumbing, furniture, doors, electrical points and other common facilities.
• Monitor timely completion of facility maintenance activities.
• Maintain records of complaints and corrective actions.
• Ensure administrative areas remain operational and well maintained.
• Statutory & Compliance Support
• Support HR/Admin Head in maintaining statutory and regulatory records applicable to plant administration.
• Coordinate documentation required for factory, labour, fire, safety and other statutory inspections, wherever applicable.
• Maintain records related to licenses, agreements, AMC/service contracts and facility compliance.
• Support internal, customer and external audits by providing required administrative documents.
• Ensure timely renewal and follow-up of administrative licenses and service contracts.
• Safety & Emergency Preparedness
• Coordinate with Safety and Maintenance teams for emergency preparedness.
• Ensure emergency contact numbers and important notices are displayed at designated locations.
• Support fire drill, emergency drill and evacuation activities.
• Ensure emergency routes and common areas are not obstructed.
• Report unsafe conditions observed in administrative and common areas.
• Travel & Guest Management
• Coordinate accommodation and transportation arrangements for visitors, customers and company guests.
• Arrange meeting rooms and required facilities for visitors.
• Coordinate local travel requirements for management and official visitors.
• Maintain records of guest house, accommodation and travel arrangements.
• Office Administration
• Manage stationery, printing materials, office supplies and general administrative inventory.
• Coordinate courier, postal and document dispatch activities.
• Maintain records of company vehicles, utility services and administrative assets.
• Support management meetings and administrative arrangements.
• Prepare routine administrative reports and MIS.
• Purchase & Expense Coordination
• Raise administrative purchase requisitions as per approved requirements.
• Obtain quotations from approved vendors wherever required.
• Coordinate purchase of stationery, housekeeping materials, PPE-related administrative items and facility consumables.
• Verify invoices, bills and supporting documents.
• Coordinate with Accounts for timely processing of administrative payments.
• Monitor administrative expenses against approved budgets.
• Employee Discipline & Support
• Support HR in maintaining discipline within administrative/common areas.
• Monitor compliance with company rules related to cleanliness, parking, smoking, unauthorized entry and general conduct.
• Record and report administrative violations to HR/Admin Head.
• Support employee grievance resolution related to facilities and administrative services.
• MIS & Reporting : Prepare and submit regular reports such as:
• Daily administrative activity report.
• Security manpower and incident report.
• Canteen report.
• Vendor performance report.
• Facility maintenance/complaint report