Senior Executive – Administration – Container Freight Station – Redhills Full Time NEW

Administration

• Oversee daily administrative operations across the BU.
• Ensure all vehicle arrangements (intra-BU & external) are made as per operational needs.
• Oversee smooth functioning of canteen operations and paramedic services.
• Implement and monitor housekeeping plans and drive 5S culture within the facility.
• Administer company canteens to ensure hygiene, food quality, and housekeeping standards; conduct canteen committee meetings and maintain minutes.
• Ensure all vehicles within the facility possess valid RTO licenses, permits, and statutory clearances.
• Manage gardening, general administration, and contractor performance

Procurement, Vendor Management & Administration Controls

• Ensure timely renewal of all administration-related contracts in alignment with the Procurement Policy and defined timelines.
• Conduct Vendor Evaluation every six months for both existing and new vendors, ensuring compliance with vendor performance standards.
• Ensure timely processing and payment of vendor and contractor invoices, supported with GRN and as per terms in the contract agreement.
• Ensure Purchase Requisitions (PR) / Purchase Orders (PO) are released in Oracle within the defined SLA and maintain proper documentation/records.
• Prepare and submit Monthly MIS for all administration-related activities to internal stakeholders, including: Monthly spend reports, Provisions, Contract status & Consumption reports
• Manage CLMS (Contract Labour Management System) effectively, ensuring up-to-date contractor compliance data and reporting.
• Drive reduction of petty cash purchases and increase procurement through the PO process, ensuring transparency and audit readiness.

CAPEX & OPEX Budgeting

• Coordinate, plan, and execute the preparation of annual OPEX and CAPEX budgets for the Administration function.
• Ensure timely utilization of OPEX/CAPEX budget with adherence to internal controls and approvals.
• Maintain and track Fixed Assets stock on a real-time basis, ensuring updates in asset registers and compliance during audits.
• Ensure zero Non-Conformities (NCs) related to Administration during external and internal audits.

Statutory Compliance

• Secure, maintain, and renew statutory licenses: Factories Act licenses, Pollution Control Board consents, Panchayat licenses, Contract Labour Registration & Licensing, etc.
• Ensure compliance with all applicable labour, industrial, and statutory laws including maintenance of registers, records, statutory postings, and timely submission of returns.
• Ensure contractors comply with statutory requirements, including submissions of PF/ESI/CLRA records and returns.
• Track, maintain, and renew all contracts/agreements with outsourcing service providers.

Health, Safety & Environment (HSE)

• Ensure compliance with company HSE policies, procedures, and relevant legislation (Health & Safety & Environment Acts).
• Provide administrative support for facility HSE activities and audits.
• Monitor and support security measures within the BU.