Administrative Services Officer (ASO)

Designation

Administrative Services Officer (ASO)

Department

Administration / Facilities

Reports To

GM – Operations

Location

T Nagar, Chennai (and branches as assigned)

Team Supervised

Security Guards, Housekeeping Staff, Electrician, Carpenter

Employment Type

Full time, Permanent,,AGE LIMIT BELOE 50:

Working Hours

As per showroom shift; on-call for emergencies

1. ROLE PURPOSE

The ASO is responsible for keeping the showroom, back office, in-house production unit and warehouse safe, clean, functional and presentable at all times. The role supervises the security, housekeeping, electrical and carpentry teams, ensures daily routines are followed, coordinates repairs and vendors, and escalates issues before they affect customers or business operations.

2. KEY RESPONSIBILITIES

A. Security

- Prepare and manage the security duty roster, shift handovers and weekly offs; ensure no post is left unmanned.
- Supervise opening and closing procedures — shutter, locks, alarms, CCTV status and key register.
- Monitor CCTV coverage daily; ensure recordings are retained and cameras are functional.
- Control entry/exit of staff, vendors, visitors and material through gate pass, inward/outward and visitor registers.
- Coordinate staff bag checks and customer parking/vehicle movement with the security team.
- Ensure fire extinguishers, emergency exits and first-aid kits are in place and inspected; conduct periodic fire/evacuation drills.
- Report and document any theft, loss, incident or suspicious activity to management the same day.
- Coordinate with the security agency (if outsourced) on manpower, attendance and billing.

B. Housekeeping

- Prepare daily cleaning schedules for showroom floors, trial rooms, restrooms, pantry, staircases, office and warehouse.
- Ensure the showroom is fully clean and display-ready before opening and maintained through the day.
- Inspect restrooms and customer areas multiple times a day; maintain cleaning checklists with sign-offs.




- Monitor stock and consumption of housekeeping materials; raise indents and control wastage.
- Manage pest control, water tank cleaning, glass/façade cleaning and deep-cleaning schedules.
- Ensure proper waste segregation and disposal, including production unit waste.
- Supervise pantry, drinking water and tea/refreshment arrangements for staff and customers.

C. Electrical

- Assign and track daily work of the electrician; maintain a complaint/job register with closure dates.
- Ensure showroom lighting, display/spot lights, AC units, fans, UPS, inverter and DG set are in working condition.
- Plan and record preventive maintenance for AC, DG, UPS, lifts, CCTV power and electrical panels.
- Monitor electricity consumption; ensure lights and ACs are switched off after hours and energy wastage is controlled.
- Coordinate with external vendors/AMC providers for major repairs and statutory electrical safety checks.
- Ensure electrical safety — no loose wiring, overloaded points or blocked panels.

D. Carpentry

- Assign and track carpentry work — display racks, shelves, counters, cupboards, doors, locks and furniture repairs.
- Support visual merchandising and festive/exhibition set-ups with fixtures and display structures on time.
- Maintain a repair/job register and ensure work is completed with minimal disruption to sales hours.
- Raise indents for wood, hardware and fittings; verify material usage against jobs done.
- Inspect furniture and fixtures periodically for damage or safety risks.

E. General Administration

- Maintain attendance, leave and performance records of the facilities team and share with HR.
- Obtain quotations, coordinate and evaluate facility vendors and AMC contracts; verify bills before processing.




- Maintain an asset register for furniture, fixtures, electrical equipment and security equipment.
- Ensure licences, fire NOC and safety compliances related to the premises are tracked and renewed on time.
- Support branch, exhibition and event logistics as required by management.
- Submit a weekly facilities report and a monthly expense summary to the GM – Operations.

3. KEY PERFORMANCE INDICATORS

KPI

Target / Measure

Showroom readiness at opening

100% days clean, lit and display-ready

Security incidents / losses

Zero unreported incidents; all logged same day

Maintenance complaint closure

Minor jobs within 24 hrs; major within agreed timeline

Preventive maintenance compliance

100% as per schedule

Checklist and register compliance

All daily checklists signed and up to date

Facilities cost control

Within approved monthly budget

Team attendance and discipline

No unmanned posts; roster adherence

4. QUALIFICATIONS & EXPERIENCE

- Graduate in any discipline; diploma in facility management/administration preferred.
- 3–6 years in administration or facility management, preferably in retail, showroom or hospitality.
- Experience supervising security, housekeeping and maintenance staff.
- Basic knowledge of electrical systems, fire safety and building maintenance.

5. SKILLS & COMPETENCIES

- Strong supervision and people-handling skills with field staff.
- Planning, rostering and follow-up discipline.
- Vendor negotiation and cost awareness.
- Proficiency in MS Excel/Google Sheets for registers and reports.
- Communication in Tamil and English; Hindi is an advantage.
- Alert, responsive and calm in emergencies; willing to be on call.

6. WORKING RELATIONSHIPS

Internal

External

GM – Operations, HR, Showroom Managers, Accounts, Stores/Warehouse, Production Unit, Visual Merchandising

Security agency, AMC providers, electrical/civil contractors, pest control, housekeeping material suppliers, local authorities

Pay: ₹20,000.00 - ₹25,000.00 per month

Work Location: In person

📌 ASO (Chennai)
🏢 SUNDARI SILKS INDIA
📍 Chennai