Executive Administration

2 weeks ago

Navi Mumbai, India Neptunus Power Plant Services Pvt. Ltd Full time

EXECUTIVE ADMINISTRATION
- From 2 to 5 year(s) of experience
- ₹ 2,75,000 - 3,00,000 P.A.
- Navi Mumbai***

**Job Description**:
**Roles and Responsibilities**:
**General Administration & Facility Management -**
- Supervising the day-to-day operations of the facility management & administration work
- Developing, reviewing, and improving administrative systems, policies, and procedures.
- Building and maintaining relationships with all the employees, external partners, and vendors to deliver expected outcomes.
- Devise ways to ensure growth enterprise-wide, identifying and implementing process improvements that will maximize output and minimize costs
- Ensuring the office is stocked with necessary supplies and that all equipment is working and properly maintained.
- Ensure 100% availability of power supply and serviceability of DG Set and UPS for flawless power back up.
- Ensure 100% serviceability of Office Equipment as well as workshop machineries
- Ensure availability of Officer stationeries and pantry consumables

**Asset Management & AMCs -**
- Making assessment of asset requirement, gathering specs and configuration, procurement process, configuration, handover, maintenance, and disposal.
- Develop vendors for annual maintenance of various equipment and design the Service Level Agreement to get the best result from the vendors.
- Execute maintenance of equipment as well as repair and maintenance of building from time to time
- Ensure timely renewal of Annual maintenance contracts and payment of bills without any delay as per payment terms.
- Prepare maintenance calendar and ensure timely completion of all maintenance related projects with QVC.
- Disposal of excess or abundant assets
- Disposal of scrap generated from workshop and store

**Travel & Transport Management
- **
- Travel bookings including visa processing, both domestic and international
- Explore all possible areas to minimize the cost of travel and timely booking of tickets and hotel specialists for international travels.
- Ensure all the vehicles are maintained in very good conditions at all times.
- Carryout Timely servicing of all the vehicles and ensure all the licenses, insurance, pollution certificates are needed on time without any penalty.
- Manage the deployment of vehicles as the priority and importance of tasks keeping in mind the business need.

**Insurance and legal compliance -**
- Timely renewal of Insurance policies.
- Explore evaluate new agencies who can improve the quality of service
- Go Through the policy terms to ensure all possible risks which may be covered in the policy.
- Timely settlement of claims. Work closely with broker and province all documents required for early settlement
- Get the policies audited frequently to avoid under insurance/over insurance.
- Liaison with local govt agencies such as Police, MIDC, Pollution Control Board, NSIC etc
- Handle legal cases. Work closely with a lawyer and attain court dates if required as a company representative.
- Handle audit by Govt Agencies such as Electricity Board, Pollution control Board, Labor Inspector Etc.

**Safety & Security**
- Ensure all the fire extinguishers are timely refilled and are functioning well.
- One time audit of fire safety equipment's available in the promises
- Conduct of fire drill to train internal team members
- Deployment of security staff and snap check their alertness
- Ensure 100% serviceability of CCTV cameras and fire alarm system
- Ensure Security sensor is serviceable and active during night hours
- Liaison with security agency for timely replacement of manpower and review the terms and conditions during AMC renewal
- Ensure the building is closed and secured after office hours and no electrical equipment is kept switched on.

**Guest Delight/Visitors experience/Guest House -**
- Ensure All the visitors entering the gate are treated well and leave the promises with a great experience.
- Get all the details of the visitors and arrange their travel and stay arrangement accordingly.
- Ensure timely serving of refreshment and lunch to the guest.
- Book the conference room/training room and make necessary arrangements for meeting/training etc.
- Suggest/implement new ideas to enhance quality of service guests.

**Event Management
- **
- Work closely with the HR team for successful execution of all events.
- Plan and execute all employee engagement prog and festive celebration in Neptunus
- Plan and execute outdoor events
- Plan and execute offsite events for various departments.
- Strong understanding and 2-5 Yrs expensive in formulating admin processes, oriented with strong planning, project management and execution skills.
- In-depth understanding of office management procedures and departmental and legal policies
- Good listening skill with external agencies.
- An analytical mind with problem-solving skills.
- Must be a team player with excellent organizational and multitasking abilities.
- Must be aware of safety and security p

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