Senior Executive - Administration - Container Freight Station - Nhava Sheva

Position Name

Senior Executive - Administration

Job Band

2

ROLES & RESPONSIBILITIES

Job Purpose/Objective

To manage and support all administrative functions within the CFS, ensuring smooth daily operations, compliance with company policies, and maintenance of infrastructure and vendor management. The role also supports statutory and safety requirements and contributes to cost-effective, secure, and efficient workplace practices.

Key responsibilities

• Manage end-to-end administrative operations, including facility management, vendor coordination, and employee support services.
• Act as the custodian for CLMS (Contract Labour Management System), ensuring adherence to statutory requirements and overall vendor compliance.
• Oversee vendor management processes, including onboarding, documentation, compliance tracking, and coordination for smooth service delivery.
• Serve as the custodian of the attendance management system for DPW employees, ensuring accuracy, regular monitoring, and timely closure.
• Support IR-related activities, including coordination and assistance during union discussions and negotiations.
• Manage procurement-related activities, including raising Purchase Requisitions (PRs) and ensuring timely processing of Goods Receipt Notes (GRNs) for all vendors.
• Prepare and maintain monthly provision data with accuracy and adherence to timelines.
• Coordinate employee lifecycle support activities related to administration and ensure smooth day-to-day operations.
• Ensure compliance with company policies, statutory regulations, and internal audit requirements across all administrative processes.

QUALIFICATIONS & COMPETENCIES

Skills and Competencies

• Strong knowledge of facility and office administration.
• Excellent communication and negotiation skills.
• Vendor management and cost optimization.
• Proficiency in MS Office, especially Excel and Outlook.
• Time management and problem-solving abilities.
• Awareness of statutory and compliance regulations.
• Team coordination and leadership skills.

Stakeholder Interaction

• Internal: HR, Finance, Operations, Security Team, Management.

• External: Vendors, Contractors, Service Providers, Local Authorities.

Educational Qualification (min)

Bachelor’s degree in business administration / management / commerce or related field.

Preferred Certifications if any

• Diploma in Facilities Management / Administration.
• Certification in Industrial Safety or Compliance (preferred).

Range/ Min no of years - of overall Experience required

Minimum 3–5 years of experience in administration or facilities management, preferably in logistics or CFS/warehouse environment.