Office Admin

**Job Description for Administrative Coordinator**

**Name of the position holder**

**Function / Department ADMINISTRATION**

**Designation Administrative Coordinator**

**Reports to (position title) Administrative Manager**

**WHY THIS POSITION EXISTS **To maintain infrastructure, health and hygiene in the office. To coordinate
with Vendors, franchisees, Auditors, GST consultants, Stores, couriers etc.

**REQUIREMENTS**

**Education **Any graduate

**Years of experience (job related) **2 - 3 years work experience handling a school environment

**Required key skillsets ** Organizing skills
- Situation handling
- Attention to detail

**Other skills ** Creative personality
- Proficient in MS Office
- Excellent communication skills (Verbal & written)
- Language proficiency must in English, Hindi & Tamil

**COMPETENCY REQUIRED (_Level - 1: Novice; 2 - Basic; 3 - Competent; 4 - Advanced; 5 - Expert) _**

**Leadership Competency Functional Competency Cross Functional Competency**

**Results Orientation **4 Passionate 4 Time Management 3

**Adaptability **4 Attention to Detail 4 Proficiency in using 3
Technology & adaptability to technology changes

**Ability to drive others **4 Stakeholder relationship 4 management

Self Driven and inspires others 4 Excellent oral and written 5 communication skills

Ability to look at the big picture 4

**LEVEL MEASUREMENT**
**AREAS OF RESPONSIBILITY**

(Full/ Partial/ (Criteria to achieve

Supportive) responsibility)

Vendor management:
Best Deals & output for the
- Manage vendor activities and maintain both new and existing vendor company relationships. Identify suitable vendors, negotiate with vendors to Full secure the best prices for products and services, and ensure that vendors fulfill their contractual obligations.
- Must maintain a list of all vendors, franchisees contact details, their Vendors tracker duration with us and reason for exit. This record must be maintained and updated regularly.

Supplier Evaluation Documentation of suppliers
- Supplier Evaluation of Existing suppliers.

Submission of Evaluation of
- Pre-evaluation for New Vendor for Approval.

Vendors or Suppliers
- Follow up of ISO related documentation.

Bill Settlement Coordination:

- Coordinate with Finance for Payment Closing - against bills. On time bill settlement for
- Responsible to get approval of Purchase bills from vendors

Management.

Order & Indent Management:

- Order management is the process of order capturing, tracking, and fulfilling customer orders. The order management process On time delivery of products begins when an order is placed and ends when the customer receives their package. Zero error on order
- The inability to fulfill orders, delay in dispatching orders and not processing properly processing the entire order are a big NO. Any

Full inefficiency will be strictly acted upon.
- Need to maintain records on inputs such as raw materials, Track any complaints on consumables, maintenance items, packing materials & locally delayed delivery or material purchased items. not received in good
- Need to track work in progress orders, semi finished orders - condition by customer waiting for 1 material to be added, rejections or defective products returned.

Housekeeping and maintenance:

- Divide areas to be cleaned into specific zones to be cleaned and divide responsibilities among the housekeeping staff. Audit the cleanliness.

Chemicals
- Choose the least hazardous chemical that safely performs the tasks.
- Use chemical for purpose designed, i.e. Never use a floor cleaner on Surprise Audit a desk and Properly label containers.

Full
- Store chemicals safely, following rules for compatibility, spill guards, Complaints free temperature, and ventilation. Purchase in smaller quantities to avoid maintenance storage of large volumes over extended periods.
- Properly dispose of excess material that is outdated, no longer usable, or no longer needed.

Maintenance:
Audit the trash removal through the support staff. Review if restrooms are always maintained in dry condition. No wet floors. Any chemicals with warnings

of respiratory hazards should not be used when guests are present, and the area should be properly ventilated prior to re-entry.

Verify invoice and GST filing coordination
- Responsible for the complete supply chain and material

Full Approval from Management management. Arrange for materials against approved purchase indents. Prepare Local Purchase orders, work orders.

Stores

Stock Management and Accuracy
- Verify the physical stock against system stock.

Stock verification limit. and audit
- Co-ordinate with vendors for disposal of rejected materials and any issues with quality of materials. Full

Stock variance
- Maintain stationary kit materials stock depending on available highlights to stock and inflow of orders.

Management
- Every month conduct monthly stock audits and arrive at the stock variance.
- In case the variance is beyond the budget limits thoroughly invest