Assistant Administration Manager

Role & responsibilities

Implementing policies

• Developing and implementing policies and procedures. They also ensure compliance with company regulations in regard to Admin activities.

Facilities Management

• Admin works related to Factory/Office expansion/Layout.
• Office furniture & Asset Inventory Management.
• Ensure the proper functioning of office infrastructure, including electricity and telecommunications.
• Cab/Bus Service Management & Route planning.
• Coordinate office space planning and relocation activities as necessary. Pest Control.
• Proactiveness in going to shopfloor and finding solutions.

Budgeting and Expense Management

• Preparing and managing the administrative budget, tracking expenses, and ensuring cost control.
• Review and process invoices on time, budget plan V/s actual cost. Cost Reduction.
• House Keeping and Canteen Management
• Oversee the housekeeping budget, taking inventory, and ensuring there is adequate stock of cleaning supplies

• Visitors Management
• Check-in: How visitors, contractors, and staff check in to the workplace.
• Security: How to make the workplace safer and more secure. Compliance: How to ensure accurate records of who is entering and leaving the premises to stay compliant with regulations.

• Employee engagement
• Recognition programs.
• Team-building activities.
• Career development.

• Event Management
• Selecting venues.
• Coordinating vendors.
• Ensuring the event runs smoothly.
• Creating proposals for events, getting approval on time and handling event costs and attendance.

• Environmental maintenance activities
• Water Reduction activity.
• Tree planting activities (CO2 reduction).

• Communication Meeting Management
• Preparation for venues, PPT and catered lunch.
• Circulation of MOM.

• CSR Activity
• CSR planning and proposals.
• Negotiating for suppliers & Assisting CSR Committee members.

• Admin Team Supervision
• Directing: Ensuring that work is done according to plans, policies, and instructions.
• Guiding: Helping team members who are doing something inconsistent with directions.
• Monitoring: Constantly observing and evaluating team members performance (Such as Evaluating through PMS).
• Advising: Helping team members improve their performance and achieve established objectives.

Equipment/stationery management

• Regularly check your stock to ensure you have enough supplies for all department.

Time Management and Multi-Tasking

• Prioritize and identify more critical and less critical activities and tasks, adjusts priorities as appropriate.

Transport Management

• Coordinate Transportations (Domestic), Manage Driver Schedule, Employee Transportation, carry out driver safety tests & checking vehicles with vehicle checklist.

Guest Hotel/Expats house Management

• Renewal and Negotiation of rental agreement as per due date
• Ensuring monthly rental payments/brokerage charges/Maintenance charges/club house charges.

Necessary Skill / Experience

• 8-12 years' experience in the Admin in the manufacturing company as a manager or related role
• Good knowledge of Admin Practices and process
• Leadership Know-how
• Knowledge of Japanese company culture
• English, Kannada and Hindi
• MBA/ MSW in HR
• Great communication & explanation, Positive approach, Keen to learn new things.