Administration

The Admin Executive is responsible for performing the following duties pertaining to NES,
COE, and DNA: Nurseryland and Bhongir.

Job Responsibilities:
Housekeeping Functions:
Location: COE & NES

Upkeep of the office premises: every day to ensure that thorough cleaning of the
workstations, cabins, and meeting rooms is done, trash bins are emptied,

Training for the HK team: Working with the HK team on the new techniques of
housekeeping and the right usage of chemicals.

Looking after the pest control activities.
Coordinate with the housekeeping team and ensure that the housekeeping is done

regularly.
Ensure that a sufficient inventory of required consumables is maintained at the

prescribed levels.
Ensure that the office premises are thoroughly cleaned on Saturday.

Reports:
Location: COE & NES

Sending fortnightly MIS reports on administrative and housekeeping activities
finalizing and sending the weekly HK & Driver’s roaster.
Prepare and send the monthly reports on vehicle maintenance, building maintenance,

and fuel testing.
To check the CCTV camera log daily and send the daily reports on the observations

made.
To do the periodical fuel testing and send the reports to the reporting manager.

Admin. Functions:
Location: COE & NES

Monthly invoice submission
Follow up on payment.
General check of the office
Checking the chemical requirements of professors, placing the indents with the

purchasing team, and maintaining stocks with the help of professors

Inventory management: record of available stock, consumption pattern of
consumables, ordering of supplies before time to ensure no shortage.

Maintaining details of all materials and documents that are delivered and moved out
of the office premises.

Keeping track of newspapers and magazines being delivered to the office daily.
Building maintenance that includes electrical, plumbing, civil works, etc. This also

includes the guest rooms.
Monitor security services and CCTV.
To monitor the shifts in security.
Surprise security checks during nights, weekly offs, etc.
Inspection of all security activities like inward registers, outward registers, out passes,

visitors’ registers, etc.
Renewal of Annual Maintenance Contracts: Air Conditioning System, Diesel

Generator, Fire Fighting System, etc.
Vehicle management: periodic maintenance, fuel filling and entry into the intranet,

logbook verification with the security register
periodic maintenance, renewal of licences, payment of taxes, fuel reports, etc.
Facilities management at the office level is in accordance with the feedback obtained

from clients.
Driver’s management.
Scrutinise and process the administrative expenditure bills (fuel bills, mobile bills,

security bills, telecommunication bills, etc.) and ensure timely payment.
Coordinate with the departments, viz., purchases, systems support, electrical, and

accounts, for providing and maintaining the facilities for the employees.
Making an alternative arrangement for handling the front office in the absence of a

receptionist
Daily rounding for building maintenance and work areas to ensure that the employees

have the proper facilities.
Travel arrangements for the directors
Maintain all the admin-related files.
To coordinate with the electricians about electrical maintenance.
Responsible for providing the CUG connections and handsets to the employees.
coordination of conference rooms for all the meeting arrangements
Organising the guest visits in terms of airport pick-up and drop-off, making the

accommodations ready, making food arrangements, scheduling meetings, sightseeing,
etc.

Making arrangements for conference meetings
Organising the Bhongir visits and stock deliveries.
Monitor the inward and outward courier registers, the daily updating of generator and

vehicle fuel consumption on the intranet portal, and the daily lunch arrangements for
staff and directors organised by the front office.

Monitor the daily updating of staff attendance at NES (drivers), housekeeping staff,
DNA (nursery land and Bhongir), and the front office.

Assigning the lockers to the employees.