Executive - Administration & HR

Company Overview

Doshion PolyScience Pvt Ltd, a leading vertical of the Doshion Group, specializes in manufacturing ion exchange resins, pharma polymers, and membrane performance chemicals. Headquartered in Ahmedabad, we serve PAN India and export to over 40 countries, delivering solutions for water and wastewater treatment, recycling, and reuse.

Job Overview

The Executive Administration HR role at Doshion PolyScience Pvt Ltd is a full-time, junior-level position based in Ahmedabad. The ideal candidate will have 1 to 3 years of experience, supporting various administrative and HR processes to ensure the smooth running of daily operations in a dynamic manufacturing environment.

Qualifications and Skills

• Diploma / Graduate in any field with 1 to 3 years of work experience in a manufacturing company

Roles and Responsibilities

Administration

1.     Vendor Management :

Evaluate and manage relationships with various vendors and suppliers.

Identify, negotiate with and manage service providers and vendors for various administrative needs such as housekeeping, security, catering, AMCs.

Ensure cost-effectiveness and high-quality service delivery from vendors.

Maintain vendor database and contracts repository.

Monitor vendor performance and compliance with SLAs.

Negotiate contracts, review invoices and ensure cost-effective procurement.

2.     Travel & Hotel Booking Management

Arrange domestic and international travel bookings (flights, hotels, car rentals)

Prepare travel itineraries and ensure policy compliance

Manage travel expense claims and reimbursements

Coordinate courier and parcel dispatch

3.     Housekeeping Management:

Coordinate daily cleaning services and waste management.

Manage housekeeping vendor contracts and schedules.

Ensure hygiene standards in workspaces, washrooms, and common areas.

Conduct regular inspections and address cleanliness issues.

4.     Office / Facility Management:

Oversee the general office operations - ensuring a clean, organized and efficient workplace.

Oversee maintenance of office premises, utilities (electricity, water, HVAC).

Manage office supplies, equipment, desk allocation, including seating arrangements, etc.

Oversee the maintenance and security of all office facilities, ensuring a safe and conducive work environment.

Coordinate repairs with vendors and ensure timely resolution of issues.

5.     Security & Safety

Supervise security personnel and CCTV operations.

Manage access control systems, ID badges, and visitor passes.

Develop and conduct safety drills (fire, evacuation).

Maintain incident and security logs; address security breaches

Develop and implement emergency response plans and safety protocols to safeguard employees and assets.

6.     Stationery and office supplies Management

Ensure that all required stationery is in stock at all times

Maintain an inward stock register of supplies replenished from time-to-time

Maintain an outward stock register for items provided to employees

7.     Canteen Management

Ensure cafeteria is kept clean and hygiene is maintained at all times by housekeeping staff

Canteen related expense management to be done on monthly basis

8.     Communication and Coordination:

Act as a point of contact and liaison between the directors and other employees, clients and external stakeholders.

Attend and contribute to meetings with senior management to provide updates and insights related to administrative matters.

Facilitate effective communication by disseminating information, scheduling meetings and responding to inquiries.

9.     Meeting and Event Management:

Arrange and coordinate meetings, conferences and events, including logistics, catering and technology setup.

Coordinate venue booking, catering and logistics

Manage invitations, RSVPs and event materials

Support webinars and virtual meeting setups

Prepare meeting agendas and distribute minutes when required.

10. Asset & Inventory Management

Track IT and non-IT assets (laptops, furniture, safety equipment)

Prepare asset disposal and retirement documentation

Maintain asset register

11. Document / Records Management:

Maintain and organize company records, documents and files, ensuring easy retrieval and compliance with company policies.

Oversee the maintenance of accurate records, including employee records, contracts and other administrative documents.

12. Budgeting & Cost Control

Develop and manage administrative budgets and forecasts.

Track expenditures against budgets and identify cost-saving opportunities.

Process vendor invoices and ensure timely payments.

Generate monthly admin expense reports for finance reconciliation

13. Driver & Vehicle management:

Oversee the maintenance of Office Vehicles

Driver management for DPSPL work

14. Terrace Management:

Cleaning of Terrace once or twice a week by housekeeping staff

15. Bill Payment / Management:

Keep records of various bills and coordinate with various departments as well as other companies for timely bill payments.

16. Scrap Management

Arrangement and coordination for waste disposal and other scrap material

17. Fire Safety Management

Ensure fire safety equipments are in working condition and are accessible easily & available at all times.

Plan an exit strategy for evacuation of employees in case of a fire.

Prepare & execute fire safety mock drills

18. Printing of Visiting cards, brochures & photo frames 

Printing Vendor details, getting quotes & ordering as per requirements of HR/ S&M team in coordination with Branding Team

19. Mail, Courier & Communication

Oversee incoming and outgoing mail and courier services.

Manage postage and shipping accounts; track expenditures.

Maintain internal communication channels.

Coordinate official correspondence and distribution

Human Resources

1.     Recruitment & Onboarding Coordination

Schedule and coordinate interviews with Sr. Staff / HODs / Management

Facilitate new employee induction and orientation programs

Ensure availability of Workstation, PC, Chair, etc

2.     Attendance Management

Keeping a record of Time & Attendance, Leave Record, Late Coming, Late Going, Early Going, Half-day, Absenteeism reports and sharing with Management as & when required

3.     Any other tasks assigned by the Management from time-to-time.