ROLES & RESPONSIBILITIES
Office & Shopfloor Management		▪ Oversee general office & Shop floor operations, ensuring a smooth and efficient work environment. ▪ Admin related  office equipment, and inventory, ensuring that the office is well-stocked and operational. ▪ Supervise office cleanliness, maintenance, and security protocols.
Administrative Support		▪ Assist in arranging food, presentations, and booking rooms  for communication meetings. ▪ Maintain confidential files, records, and documents for the organization. ▪ Expats Visa and FRRO.
Vendor and Contract Management		▪ Manage relationships with vendors, service providers, and suppliers, ensuring the timely delivery of goods and services regarding facilities & Administration. ▪ Negotiate contracts and monitor vendor performance to ensure compliance with agreed terms and conditions. ▪ Oversee service agreements for facilities such as office cleaning, security, House keeping & other operational needs.
Facilities Management		▪ Ensure the proper functioning of office infrastructure, timely payment of electricity and telecommunications. ▪ Coordinate office space planning and relocation activities as necessary.
Budgeting and Expense Management		▪ Preparing and managing the administrative budget, tracking expenses, and ensuring cost control. ▪ Review & process admin invoices and handover invoices to respective depts for their processing.
Communication		▪ Serve as a liaison to Japanese Expats for apartment, FRRO & police verification visits. ▪ Ensure effective internal communication within the office through MOMs, notices, and regular updates on administrative matters. ▪ Attending daily morning meeting and reporting any open points related to admin. ▪ Monthly communication meeting with HODs and Monthly Assembly Meeting.
SOP & Checklists		▪ Prepare Checklist for Housekeeping, Security, Pantry & Canteen. ▪ Daily verification of process checklist( Housekeeping, Security, Pantry & Canteen).
Reports & Audit		▪ Participating in IATF,EMS & OHSMS Audits other related activities. ▪ Timely prepare & updating required documents & records/reports. ▪  Facing all standard audits & ensure no NCs.   ▪  Quarterly Audit self assessment.
Compliance and Safety		▪ Ensure compliance with legal, health, and safety standards for office operations. ▪ Maintain records for employee insurance. & Vehicle insurance. ▪ Renewal of company vehicle insurance and Emission certificates    & FC.
Event Management		▪ Coordinate for corporate events, meetings, and training sessions, including venue arrangements, catering, and logistical support.
Admin Manpower		▪ Monitor Security, Housekeeping & Pantry manpower. ▪ Validate Security. Housekeeping & Pantry stock registers.
Transport Management		▪ Coordinate Transportations (Domestic). ▪ Manage Driver Schedule. ▪ Employee Transportation Management(TT/Bus).
Guest Hotel / Expats House Management		▪ Renewal of rental agreements( Plant, Warehouses, Expat Apartements) as per due date. ▪ Searching for new apartment for Expats & Coordinating with real estate agencies. ▪ Inspections before entering new apartment  All necessary registration for entrance. ▪ Arranging the drinking water facility for Expats apartments. ▪ Ensuring timely payments of  rental /brokerage charges/Maintenance charges/club house charges.
Transport Management		▪ Coordinate Transportations (Domestic),  Manage Driver Schedule, Employee Transportation, Carry out driver safety tests & checking vehicles with vehicle checklist.
Guest Hotel/Expats house Management		▪ Renewal and Negotiation of rental agreement as per due date. ▪ Searching for new apartments for Expats. ▪ Coordinating with real estate agencies for selection of  Apartment/repair/cleaning. ▪ Inspections before entering new apartment. ▪ Drinking water facility. ▪ Ensuring monthly rental payments/brokerage charges/Maintenance charges/club house charges.
***Leadership Skills		▪Decision-making, communication, conflict resolution, integrity, problem-solving, flexibility, and relationship-building.
REQUIREMENTS
Knowledge	Good knowledge of Admin Practices and process, Supervision of Contractors, Knowledge of Japanese company culture.	Years of experience	5 to 7 years
Language	English, Kannada and Hindi	Qualification	MBA/ MSW in HR
SKILLS
Professional	Planning &Execution Skills, Problem Solving Skills,  Communication Skills, Time Management and Multi-tasking, Sense of Responsibility and Accountability, Teamwork & Collaboration, Leadership Skills.	Personal	Great communication & explanation, Positive approach, Keen to learn new things.