Responsibilities

Key Responsibilities of Role 1.

Visitor

Management

- Manage end-to-end visitor registration, approvals, entry permits, and gate pass processes.
- Coordinate with security teams for smooth visitor entry and exit.
- Ensure all visitors comply with safety, security, and site regulations.
- Maintain visitor records, logs, and reports for audit purposes.

- VIP &
- Delegation Management

- Coordinate visits of senior management, government officials, customers, investors, and external stakeholders.
- Arrange transportation, accommodation, meals, meeting rooms, and hospitality services.
- Ensure adherence to protocol requirements and visit schedules.
- Act as the primary point of contact during VIP visits.

3.

Event

Planning &

- Coordination

- Plan and execute employee engagement programs, town halls, annual functions, inaugurations, celebrations, and corporate events.
- Coordinate event logistics, venue arrangements, seating plans, audiovisual requirements, and catering services.
- Prepare event schedules, budgets, and execution plans.
- Monitor event execution to ensure smooth operations.

- Vendor &
- Contract Management

- Coordinate with event management agencies, caterers, decorators, travel vendors, and service providers.
- Ensure vendor performance meets agreed service levels and quality standards.
- Process vendor quotations, comparative statements, work orders, and payments.
- Resolve vendor-related issues and escalations promptly.

- Travel, Accommodation &
- Hospitality Management

- Arrange travel bookings, hotel accommodations, local transport, and guest logistics.
- Ensure comfortable stay and hospitality arrangements for visitors and delegates.
- Monitor hospitality expenses and optimize costs.
- Coordinate special arrangements for international visitors when required.

- Budget &
- Cost Management





- Prepare and monitor event budgets and hospitality expenditures.
- Verify vendor invoices and process payments as per company procedures.
- Ensure cost optimization without compromising service quality.
- Maintain records of event expenses and budget utilization.

- Communication &
- Coordination

- Liaise with internal departments for visit schedules, event requirements, and stakeholder engagement activities.
- Share event communications, invitations, agendas, and logistics details.
- Coordinate cross-functional teams to ensure successful execution of events.
- Manage last-minute changes and ensure timely communication to all stakeholders.

- Compliance, Safety &
- Documentation

- Ensure compliance with company policies, security procedures, and safety requirements during events and visits.
- Obtain necessary approvals and permits for events and visitor access.
- Maintain event reports, visitor records, photographs, and documentation.
- Support audits related to visitor management and administration activities.

9.

Stakeholder

Experience &

- Feedback Management

- Ensure a professional and welcoming experience for all visitors and guests.
- Address visitor concerns and special requirements promptly.
- Collect feedback from stakeholders and identify opportunities for improvement.
- Continuously enhance event quality and visitor satisfaction.

Qualifications

Education &
- Experience

- Graduate in Hospitality Management, Hotel Management, Business Administration, Event Management, or related discipline.
- 6-10 years of experience in Administration, Event Management, Visitor Management, Hospitality, or Corporate Services.
- Experience in handling VIP visits, customer delegations, plant visits, and corporate events in a manufacturing or corporate workplace is preferred.
- Exposure to vendor management, travel coordination, and stakeholder engagement will be an added advantage.

📌 Senior Officer - Administration (Mundra)
🏢 Adani Group
📍 Mundra