Executive, Administration

The Transport and Admin Executive will work closely with the Manager of Administration/Facilities, responsible for overseeing all administrative, facility, and transport operations within the organization. This role ensures that the company’s physical environment, including transportation services, is safe, efficient, and aligned with the overall strategic objectives. The ideal candidate will have a deep sense of ownership, superior communication skills to connect within both onsite and remote employees, and the ability to influence global initiatives.

In addition to managing facilities, this role also involves overseeing the transportation logistics for employees, working in night shifts. The individual will be responsible for coordinating with transport vendors, maintaining safety standards, and optimizing transportation routes to meet company needs. 

 

 What You Will Do 

1. Facility Operations: 

• Coordinate with external service providers for maintenance, repairs, and renovations. 

• Effectively manage canteen and cab facilities. 

 

2. Facility Safety and Compliance: 

• Ensure compliance with health, safety, and environmental regulations. 

• Implement safety policies and emergency response plans. 

• Conduct regular safety audits and inspections. 

 

3. Space Planning and Management: 

• Implement space planning and utilization to support business operations and growth. 

• Coordinate office moves, additions, and changes. 

• Implement space management and seating solutions and strategies. 

 

4. Administrative Functions: 

• Manage administrative functions, including office supplies, mail distribution, and reception services. 

• Ensure the smooth operation of daily administrative tasks. 

• Implement and manage administrative systems and processes for efficiency.  

 

5. Transport Management: 

• Plan and manage daily transportation schedules for employees, ensuring timely pickups and drop-offs.
• Implement and monitor safety protocols for female employees working night shifts.

 

 

 

• Driver Management
• Able to oversee emergency efficiently.

 

6. Travel Management: 

• Organization travels arrangements for employees both within and outside the country 

• Coordinating with corporate functional authority and ensuring the arrangements are made accordance to organization policies and procedures. 

 

6. Project Management: 

• Manage facility-related projects, including civil work, renovation, and relocation projects. 

• Execute project plans, timelines, and budgets. 

• Coordinate with internal and external stakeholders to ensure successful project completion. 

 

7. Sustainability Initiatives: 

• Promote and implement sustainability practices within facility operations. 

• Identify opportunities for energy efficiency and waste reduction. 

 

8. Stakeholder Communication: 

• Serve as the primary point of contact for internal and external stakeholders regarding administrative and facility matters. 

• Communicate effectively with senior management, employees, and external partners. 

 

 

What You Will Need: 

• Bachelor’s degree, facilities management, administration, good communication skills, minimum 3yrs experience in transport management and Admin.
• The candidate should be local Vadodara local person and knows all the routes.
• Ready to work in night shift and 5 days from office.
• Knowledge of using GPS and transport management software.

• Strong knowledge of facility management, including maintenance, safety, transport routes and compliance. 

• Superior leadership, organizational, and project management skills. 

• Proficiency in Microsoft Office Suite, Adobe, and other video editing tools 

• Advanced written and verbal communications  

• Strong negotiation and interpersonal skills. 

• Ability to work effectively in a fast-paced and dynamic environment. 

• Experience with sustainability practices and initiatives. 

 

 

 

Working Conditions: 

• This position may require occasional evening or weekend work as needed. 

• Ability to travel between separate locations / sites as needed. 
• Ready to work in night shift and 5 days from office and if required in weekends as well.
• Shift time 06:00 PM to 03:00 AM or can be change as per business requirement.