Job Summary

We are seeking a reliable and efficient Site Administrator to lead the administration function at our Gujarat site and Regional office. The role covers facility and office administration, vendor and contract management, statutory and compliance record-keeping, bill verification, asset and inventory control, housekeeping, security, transport, travel and employee support services. The ideal candidate must have a Hospitality industry background (mandatory), and be organised, process-driven and capable of multi-tasking, with strong coordination and documentation skills.

Location: Ahmedabad & Baroda

CTC: Up to 5-6 LPA

Week Off: Tuesday & Wednesday

Availability: Immediate Joiners Preferred

Key Responsibilities

- Oversee and manage day-to-day administration of the Gujarat site and Regional office, ensuring smooth, safe and efficient functioning of all facilities.
- Manage facility services including housekeeping, security, pantry, power/utilities, pest control, and upkeep of site office, regional office and common areas.
- Coordinate with vendors, contractors and service providers for repairs, maintenance, AMC and service contracts; track contract validity, renewals, SLAs and service quality.
- Handle vendor onboarding and documentation, rate/quotation comparison, raising purchase requisitions/POs and procuring office stationery, consumables and site supplies.
- Verify vendor bills and supporting documents (work orders, challans, attendance, measurements) against contract terms, and submit them to the Billing/Finance team after thorough scrutiny within timelines.
- Maintain site and office administrative records: material registers, asset register, inventory and stock visitor/gate logs, keys and access control, and contract files.
- Maintain statutory and compliance files licences, permits, insurance, fire safety, contractor labour compliance, and audit documentation and support internal/external audits.
- Manage attendance and daily labour/staff records, shift and duty rosters, ID cards,



uniforms and on-site manpower coordination with the HR team.
- Handle petty cash and imprest, expense vouchers, reimbursements and monthly expense reports with proper approvals and reconciliation.
- Arrange travel, accommodation, vehicle/transport, courier and guest-hospitality support for staff and visitors; manage site and regional office meetings and events logistics.
- Monitor administration budgets and utility costs (electricity, water, telecom, rentals); report variances and suggest cost-saving measures.
- Ensure adherence to safety protocols, emergency preparedness, first-aid and fire-safety readiness, and prompt reporting of incidents.

- Support project and sales teams with on-ground coordination, site readiness, and timely MIS/operational updates to the Regional office and Head Office.

Required Skills

- Strong understanding of administration, office and facility management operations.
- Ability to manage vendors, contractors and service teams, and negotiate service terms.
- Working knowledge of bill verification, petty cash, purchase and basic accounting procedures.
- Proficiency in MS Office (Excel, Word, Outlook) and maintaining MIS reports, registers and trackers.
- Valuable documentation, record-keeping and compliance-tracking discipline.
- Strong coordination, communication and organisational skills; ability to multi-task in a fast-paced environment.
- Good problem-solving ability and quick decision-making at site.
- Knowledge of safety norms, statutory compliance and basic administrative practices.
- Willingness to work with a TuesdayWednesday week-off schedule, including weekends as required.

Qualifications

- Bachelors degree in any discipline (Preferred: Facility Management, Engineering, or relevant field).
- 1-4 years of experience in Site Administration / Facility Management in real estate, construction, or property management. Prior experience in the Hospitality industry (hotel administration / facility

operations) is mandatory.

Interested Candidate can reached out to -

HR- (phone hidden)/[email protected]

📌 Hiring For Site Admin For Real Estate,Facility Management (Ahmedabad)
🏢 Prolific Hr Consultants
📍 Ahmedabad