Title:  Admin Specialist

JOB DESCRIPTION

Designation: Admin Sr. Executive

Job Location: Syngene International Limited, Mangalore

Department: Human Resources

About Syngene

Incorporated in 1993, Syngene International Ltd. is an innovation-focused global discovery, development and manufacturing organization providing integrated scientific services to the pharmaceutical, biotechnology, nutrition, animal health, consumer goods and specialty chemical industries around the world. Syngene’ s clientele includes world leaders such as Bristol-Myers Squibb, Baxter, Amgen, GSK, Merck KGaA and Herbalife. Its innovative culture is driven by the passion of its 4240- strong team of scientists who work with clients from around the world to solve their scientific problems, improve R&D productivity, speed up time to market and lower the cost of innovation.

Job Purpose:

The Admin Supervisor is responsible for overseeing and managing administrative activities to ensure smooth and efficient operations. This includes handling transportation, canteen, housekeeping, contractual labor compliance, and general administrative tasks while maintaining legal and quality standards. The role is pivotal in providing a safe, clean, and compliant work environment that supports employee well-being and operational excellence.

Educational Qualification:  

Any Graduate

Experience:

Minimum 3 to 8 years of relevant experience in administrative supervision, including managing transportation, canteen, housekeeping, contractual labor compliance, and general administrative activities, is required.

Responsibilities:

1. Transportation Management

• Coordinate Employee Transport: Oversee and manage transportation services for employees, including shuttle buses, site-to-campus transfers, and inter-campus travel arrangements.
• Schedule Management: Develop, update, and manage schedules for transportation facilities and drivers to ensure timely and efficient services.
• Legal Compliance: Ensure that all transportation services are compliant with legal regulations, including licensing, insurance, and safety requirements.
• Cost Control: Monitor and manage transportation-related expenses to maintain cost efficiency.

2. Canteen & Pantry Management

• Facility Maintenance: Supervise cleanliness and hygiene standards in the canteen and pantry areas, ensuring the upkeep of facilities.
• Menu Planning & Display: Collaborate with food vendors or kitchen staff to plan, update, and display the daily menu, catering to the nutritional needs and preferences of employees.
• Quality Monitoring: Collect, monitor, and review feedback on food quality, implementing necessary improvements to ensure high standards.
• Pantry Supervision: Oversee the maintenance and replenishment of pantry supplies and ensure that break areas are well-stocked.

3. Housekeeping Management

• Weekly Housekeeping Schedule: Design and implement a structured housekeeping schedule for daily, weekly, and monthly cleaning tasks across the site.
• Housekeeping Supervision: Supervise housekeeping staff, ensuring all tasks are completed on time and to required standards. Maintain attendance records for casual labor.
• Facility Inspections: Perform periodic inspections of all areas to ensure cleanliness, hygiene, and overall maintenance.

4. Inventory & Facility Maintenance

• Inventory Management: Oversee and maintain inventory for stationery, housekeeping supplies, and other facility-related materials. Ensure timely reordering to avoid shortages.
• Purchase Requests & Orders: Raise purchase requisitions (PR) for HR/Admin-related services and follow up on purchase orders (POs) for smooth service procurement
• Waste Management & Disposal: Supervise garbage disposal, recycling, and pest control activities across the site, ensuring proper waste management protocols are followed.
• Routine Facility Maintenance: Coordinate routine maintenance for all facilities, including plumbing, electrical, and general upkeep of infrastructure.

5. Contractual Labor Compliance

• Attendance Tracking: Ensure accurate attendance records for contractual labor, including casual workers and service providers.
• Compliance Documentation: Monitor and track statutory compliance documents for contractual labor, ensuring that all legal and regulatory requirements are met (e.g., labor contracts, insurance).
• Audits and Reporting: Regularly audit labor contracts and documentation, providing reports for management review.

6. Reporting and General Administration

• Report Generation: Prepare and submit regular reports on HR and administrative metrics, providing insights on operational performance.
• General Administrative Support: Handle various administrative tasks, including office supplies management, travel arrangements, and vendor coordination.
• Communication: Exhibit proactive communication skills with internal teams and external vendors, addressing needs and solving problems as they arise.
• Documentation & Filing: Ensure proper documentation, filing, and archiving of important records related to transportation, housekeeping, canteen management, and contracts.

Skills and Qualifications

• Strong organizational and multitasking abilities.
• Good interpersonal and communication skills.
• Proactive approach to managing tasks and resolving issues.
• Knowledge of statutory compliance and quality standards related to transportation, canteen, and housekeeping.

Behavioral Skills:

Adhering to the systems and policies of the company with dedication to work and result oriented approach during the execution of work.

Self-driven individual with team coordination would be required.

Equal Opportunity Employer:

It is the policy of Syngene to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status regarding public assistance, veteran status, or any other characteristic protected by applicable legislation or local law. In addition, Syngene will provide reasonable accommodations for qualified individuals with disabilities.