Key Responsibilities

1. General Administration

- Manage day-to-day administrative activities of the organization.
- Ensure smooth functioning of office and other company facilities.
- Coordinate with different departments for their administrative requirements.
- Maintain records, registers, documentation and administrative reports.
- Develop and implement administrative procedures, policies and systems.
- Monitor office/facility infrastructure, furniture, equipment and other assets.
- Coordinate with vendors, contractors and service providers.
- Ensure timely completion of repair, maintenance and other facility-related work.

1. Housekeeping Management

- Supervise housekeeping staff and ensure proper allocation of duties.
- Maintain high standards of cleanliness and hygiene across office premises, common areas, washrooms, meeting rooms and other facilities.
- Prepare housekeeping schedules, checklists and duty rosters.
- Monitor consumption and availability of cleaning materials and supplies.
- Ensure proper maintenance of housekeeping equipment and inventory.
- Conduct regular inspections and address cleanliness-related issues promptly.
- Coordinate with external housekeeping agencies, wherever applicable.

1. Guest House Management

- Manage the overall operations of the company guest house.
- Coordinate guest room bookings, check-in/check-out and room allocation.
- Maintain guest house occupancy and booking records.
- Ensure cleanliness, maintenance, food arrangements and other guest requirements.
- Coordinate with housekeeping, maintenance and vendors for smooth guest house operations.
- Monitor guest house expenses and ensure proper documentation.
- Ensure a comfortable and professional experience for company guests, visitors and employees.

1. Event Management

- Plan and coordinate internal and external company events, meetings, conferences, employee functions and other activities.
- Manage venue arrangements, seating, catering, decoration, housekeeping, transportation and other logistical requirements.
- Coordinate with vendors and service providers for event-related requirements.
- Prepare event budgets and monitor expenses.




- Ensure timely execution of all event activities.
- Handle on-ground coordination and resolve issues during events.
- Maintain an event calendar and proper records of completed events.

1. Petty Cash Management

- Maintain and manage the administration department's petty cash.
- Record all petty cash transactions accurately and systematically.
- Process petty cash expenses against proper bills, vouchers and approvals.
- Conduct regular cash reconciliation.
- Submit periodic petty cash statements and supporting documents to Accounts/Management.
- Ensure expenses remain within approved budgets and company policies.
- Maintain proper records for audit and verification purposes.

1. Vendor & Contract Management

- Identify and coordinate with vendors for housekeeping, maintenance, catering, transportation, security and other administrative services.
- Obtain quotations and coordinate comparative statements where required.
- Monitor vendor performance and service quality.
- Ensure timely renewal of AMC/service contracts and other administrative agreements.
- Resolve vendor-related issues and escalate critical matters to management.

1. Inventory & Administrative Procurement

- Maintain inventory of housekeeping materials, stationery, pantry supplies and other administrative consumables.
- Monitor stock levels and initiate timely purchase requirements.
- Coordinate with the Purchase Department for procurement.
- Maintain proper issue/consumption records.
- Avoid unnecessary wastage and ensure cost-effective utilization of resources.

1. Employee & Visitor Support

- Coordinate arrangements for visitors, clients, vendors and company guests.
- Ensure meeting rooms and common areas are properly prepared.
- Support employee requirements related to administration and facilities.




- Coordinate transportation, accommodation and other logistical arrangements whenever required.

1. Compliance, Safety & Documentation

- Ensure administrative activities comply with company policies and applicable statutory requirements.
- Maintain proper records and documentation related to facilities, vendors, guest house, petty cash and events.
- Coordinate with security and relevant teams regarding workplace safety and emergency preparedness.
- Report major facility, safety or administrative issues to management immediately.

Key Performance Indicators (KPIs)
- Overall cleanliness and maintenance standards
- Efficient management of guest house operations
- Timely and successful execution of company events
- Accuracy of petty cash records and reconciliation
- Administrative cost control
- Vendor/service quality and response time
- Timely resolution of maintenance issues
- Availability of essential administrative supplies
- Employee and visitor satisfaction with administrative services
- Compliance with company administrative policies

Required Skills & Competencies
- Solid administrative and organizational skills
- Excellent coordination and multitasking abilities
- Good vendor and people-management skills
- Strong communication and interpersonal skills
- Good knowledge of MS Excel, Word and basic office applications
- Basic understanding of budgeting, expense control and petty cash management
- Problem-solving and decision-making ability
- Ability to manage staff and housekeeping teams
- Event planning and execution skills
- Strong follow-up and time-management skills
- Ability to work under pressure and handle multiple priorities
- Professional, disciplined and service-oriented approach

Educational Qualification Graduate in any discipline. A qualification in Business Administration, Hospitality Management, Facility Management or a related field will be an added advantage.

Preferred Experience

5-10 years of relevant experience in administration, facility management, hospitality, corporate administration, hotel/guest house management, event management or a similar role.

📌 Manager-Administration (Jalandhar)
🏢 Freewill Sports
📍 Jalandhar