WE ARE HIRING – Sr ADMIN EXECUTIVE

Vilas Transcore Limited, Vadodara, is looking for a responsible and proactive Admin Executive to join our team.

Position: Sr Admin Executive

Location: Vadodara, Gujarat
Experience: 2–5 Years
Qualification: Graduate / MBA in HR & Administration preferred
Industry: Manufacturing

Key Responsibilities

1. Plant Administration

- Manage day-to-day administrative activities of the manufacturing plant.
- Ensure smooth functioning of office, plant and common facilities.
- Coordinate with Production, HR, Maintenance, Stores, Security and other departments for administrative requirements.
- Maintain administrative records, registers and documentation.
- Ensure availability of stationery, office supplies and other administrative consumables.
- Monitor general cleanliness, hygiene and upkeep of plant premises.

2. Housekeeping & Facility Management

- Supervise housekeeping activities across the plant, offices, restrooms, locker rooms and common areas.
- Ensure proper cleanliness in the entire factory.
- Monitor housekeeping manpower, attendance and work performance.
- Coordinate pest control, waste disposal, sanitation and other facility-related activities.
- Conduct regular facility inspections and report deficiencies to management.
- Coordinate maintenance of basic civil and facility infrastructure.

3. Security Management

- Coordinate with security agency and security supervisors for plant security.
- Monitor security manpower, attendance and deployment.
- Ensure proper implementation of gate entry and exit procedures.
- Monitor visitor, vehicle and material movement records.
- Ensure employees follow gate-pass and authorization procedures.
- Review security incidents and coordinate corrective actions.
- Monitor CCTV coverage and report security-related issues to management.
- Ensure compliance with security SOPs.

4. Transportation Management

- Coordinate employee transportation as per shift requirements.
- Prepare and maintain transport schedules and route details.
- Coordinate with transport vendors and drivers.
- Monitor vehicle availability, punctuality and employee pickup/drop arrangements.
- Address transportation complaints and ensure timely resolution.
- Maintain vehicle utilization and transportation-related records.
- Verify transportation bills and supporting documents before submission.

5. Canteen & Employee Welfare

- Coordinate day-to-day canteen operations.
- Monitor food quality,



hygiene and cleanliness.
- Coordinate with the canteen vendor for meal arrangements as per shift strength.
- Monitor employee welfare facilities such as drinking water, seating, rest areas and other amenities.
- Collect employee feedback regarding administrative and welfare facilities.
- Coordinate corrective action for employee welfare-related issues.

6. Vendor & Contractor Management

- Coordinate with housekeeping, security, transportation, canteen, pest control and other service providers.
- Monitor vendor performance against agreed service requirements.
- Verify attendance, service records and bills submitted by vendors.
- Follow up for timely completion of contracted services.
- Escalate poor performance, service gaps or repeated complaints to management.
- Maintain vendor-related records and agreements.

7. Attendance & Manpower Coordination

- Monitor attendance of administrative staff, security, housekeeping and other outsourced manpower.
- Coordinate manpower requirements with HR and respective departments.
- Verify contractor manpower deployment against approved requirements.
- Report absenteeism, shortage and manpower issues to the concerned department.
- Maintain administrative manpower records.

8. Plant Infrastructure & Maintenance Coordination

- Coordinate with the Maintenance Department for administrative facility-related repairs.
- Report issues related to lighting, air conditioning, plumbing, furniture, doors, electrical points and other common facilities.
- Monitor timely completion of facility maintenance activities.
- Maintain records of complaints and corrective actions.
- Ensure administrative areas remain operational and well maintained.

9. Statutory & Compliance Support

- Support HR/Admin Head in maintaining statutory and regulatory records applicable to plant administration.
- Coordinate documentation required for factory, labour, fire, safety and other statutory inspections, wherever applicable.
- Maintain records related to licenses, agreements, AMC/service contracts and facility compliance.
- Support internal,



customer and external audits by providing required administrative documents.
- Ensure timely renewal and follow-up of administrative licenses and service contracts.

10. Safety & Emergency Preparedness

- Coordinate with Safety and Maintenance teams for emergency preparedness.
- Ensure emergency contact numbers and significant notices are displayed at designated locations.
- Support fire drill, emergency drill and evacuation activities.
- Ensure emergency routes and common areas are not obstructed.
- Report unsafe conditions observed in administrative and common areas.

11. Travel & Guest Management

- Coordinate accommodation and transportation arrangements for visitors, customers and company guests.
- Arrange meeting rooms and required facilities for visitors.
- Coordinate local travel requirements for management and official visitors.
- Maintain records of guest house, accommodation and travel arrangements.

12. Office Administration

- Manage stationery, printing materials, office supplies and general administrative inventory.
- Coordinate courier, postal and document dispatch activities.
- Maintain records of company vehicles, utility services and administrative assets.
- Support management meetings and administrative arrangements.
- Prepare routine administrative reports and MIS.

13. Purchase & Expense Coordination

- Raise administrative purchase requisitions as per approved requirements.
- Obtain quotations from approved vendors wherever required.
- Coordinate purchase of stationery, housekeeping materials, PPE-related administrative items and facility consumables.
- Verify invoices, bills and supporting documents.
- Coordinate with Accounts for timely processing of administrative payments.
- Monitor administrative expenses against approved budgets.

14. Employee Discipline & Support

- Support HR in maintaining discipline within administrative/common areas.
- Monitor compliance with company rules related to cleanliness, parking, smoking, unauthorized entry and general conduct.
- Record and report administrative violations to HR/Admin Head.
- Support employee grievance resolution related to facilities and administrative services.

15. MIS & Reporting : Prepare and submit regular reports such as:

- Daily administrative activity report.
- Security manpower and incident report.
- Canteen report.
- Vendor performance report.
- Facility maintenance/complaint report

📌 Sr Admin Executive (Vadodara)
🏢 Vilas
📍 Vadodara