Role & responsibilities

Job Summary The Admin Section Incharge is responsible for managing day-to-day administrative, Hospitality & Colony management operations of the organization and ensuring smooth functioning of office facilities, transport, accommodation, housekeeping, canteen, cafeteria, vendor management, employee support services, and statutory administrative requirements. The role involves coordinating with internal departments, external agencies, service providers to maintain an effective and productive working environment.

Key Roles & Responsibilities

1. Office Administration

- Ensure smooth day-to-day administration of office and site facilities.
- Manage office infrastructure, furniture, stationery, housekeeping, pantry, and other administrative services.
- Monitor upkeep and maintenance of office premises.
- Maintain administrative records, files, agreements, and documentation.
- Coordinate office movements and seating arrangements of employees.
- Support management in administration-related decision-making.

1. Facility Management

- Supervise housekeeping, pest control, waste management, and sanitation activities.
- Coordinate with civil, electrical, plumbing, and maintenance teams for facility upkeep.
- Monitor operation and maintenance of office buildings, guest houses, hostels, and township facilities.
- Conduct regular inspections and identify improvement opportunities.
- Ensure timely rectification of facility-related complaints.

1. Accommodation & Township Management

- Coordinate allotment of company accommodation, guest houses, and bachelor hostels.
- Maintain accommodation records and occupancy status.
- Coordinate with HR and concerned departments for onboarding accommodation requirements.
- Facilitate movement-in and movement-out processes.
- Support Township Management Committee activities and implementation of committee decisions.
- Monitor maintenance and cleanliness of residential facilities.

1. Transport Management

- Arrange transportation for employees, visitors, consultants, and senior management.
- Coordinate vehicle deployment, driver scheduling, and route planning.
- Monitor fuel consumption, vehicle utilization, and maintenance records.
- Ensure compliance with vehicle operation guidelines and company policies.




- Verify transport vendor invoices and supporting documents.
- Coordinate transport arrangements during VIP visits and company events.

1. Vendor & Contract Management

- Coordinate with service providers for manpower, housekeeping, transport, catering, and facility management services.
- Monitor vendor performance against agreed service levels.
- Verify invoices, attendance sheets, work completion reports, and service records.
- Assist in preparation of PRs, service orders, amendments, and contract renewals.
- Maintain vendor database and contract records.
- Ensure timely processing of vendor payments.

1. Procurement Support

- Initiate Purchase Requisitions (PRs) for administrative requirements.
- Coordinate with procurement and commercial departments for material and service procurement.
- Track PRs, POs, and delivery schedules.
- Maintain inventory of consumables and office supplies.
- Ensure cost-effective procurement practices.

1. Guest House & Hospitality Management

- Manage booking and allocation of guest house rooms.
- Coordinate hospitality arrangements for visitors, consultants, auditors, and dignitaries.
- Ensure quality food, housekeeping, and room services.
- Arrange conference rooms, meeting facilities, refreshments, and event logistics.
- Maintain guest records and occupancy reports.

1. Safety Management

- Coordinate with safety department in terms of Administration services and requirement.
- Coordinate incident reporting and investigation support.
- Ensure compliance with safety and security procedures.

1. Event & Meeting Coordination

- Organize departmental meetings, management reviews, events, conferences, and celebrations.
- Coordinate logistics, transportation, accommodation, food arrangements, and venue preparation.
- Prepare meeting schedules, MOMs, attendance records, and action trackers.
- Support site visits by senior management and external stakeholders.





1. Documentation & MIS Reporting

- Maintain administrative MIS reports.
- Prepare monthly reports on accommodation, transport, facility management, and vendor performance.
- Maintain databases related to contracts, assets, employee accommodation, and transport operations.
- Generate reports for management review and decision making.
- Ensure proper record keeping and document control.

1. Budget & Cost Control

- Assist in preparation of annual administration budgets.
- Monitor administrative expenses and service costs.
- Identify cost-saving opportunities.
- Track monthly expenditure against approved budgets.
- Support financial planning for administrative operations.

1. Compliance & Statutory Coordination

- Ensure compliance with company policies and administrative procedures.
- Maintain records related to contracts, licenses, agreements, and statutory documents.
- Support internal and external audits.

Key Performance Indicators (KPIs)
- Facility uptime and maintenance compliance.
- Timely accommodation allotment and occupancy management.
- Vehicle utilization and transport efficiency.
- Vendor performance and service quality.
- Budget adherence and cost optimization.
- Timely PR and invoice processing.
- Employee satisfaction regarding administrative services.
- Closure rate of administrative complaints.
- Compliance with company policies and audit requirements.

Functional Skills
- Facility Management
- Transport Operations
- Vendor Management
- Guest House & Accommodation Management
- Contract Administration
- Procurement Coordination
- Budget Monitoring
- Documentation & MIS Reporting

Behavioral Skills
- Communication and Interpersonal Skills
- Leadership and Team Coordination
- Problem-Solving Ability
- Negotiation Skills
- Time Management
- Customer Service Orientation
- Decision Making
- Stakeholder Management

Technical Skills
- MS Office (Excel, Word, PowerPoint)
- ERP/SAP Systems
- Purchase Requisition and Invoice Processing
- Data Analysis and Reporting
- Digital Documentation Management

Preferred candidate profile Should be having Project experience & should be from any Steel company / Thermal Power plant/ Hindalco/Vedanta Group/ Tata Group

📌 Senior Manager- Administration , Hospitality & Colony Mgmt (Kharagpur)
🏢 800*2 MW Power Plant Project
📍 Kharagpur