Frontdesk & Administration Representative

Armacell provides numerous and diverse career opportunities. Add your talent to ours and make a difference around the world!

Purpose of the Job:

To ensure a professional efficient safe and visitor-friendly workplace experience by managing front office operations of Plant administrative services facility coordination and vendor support while maintaining high standards of service quality compliance cost control and employee satisfaction across plants Sales offices and corporate administration activities.

Key Dimensions:

Budget adherence and cost efficiency.

Office & Plant Housekeeping (5 S Audit Rating)

Canteen & Transport Services Satisfaction

100% Statutory Compliance

Visitor management Compliance

Invoice Processing Accuracy

Closure of Admin Requests - Timeliness

Contract Renewal Timeliness

1. Front Office & Visitor Experience Management

• Manage reception operations and maintain a welcoming professional environment.
• Receive register and assist visitors customers auditors vendors contractors and business partners.
• Ensure compliance with visitor access control and security procedures.
• Manage incoming calls enquiries and communication routing.
• Maintain visitor records and ensure adherence to visitor management protocols.
• Coordinate meeting room scheduling and readiness.

2. Guest Travel & Hospitality Coordination

• Organize & coordinate travel accommodation hospitality arrangements and transportation arrangements for business guests customers auditors consultants and leadership teams.
• Organize meeting logistics including conference rooms refreshments presentation materials and hospitality arrangements.

3. Office & Administrative Operations

• Ensure efficient daily functioning of office administration services.
• Maintain office records documentation and filing systems.
• Coordinate office supplies consumables and service requests.
• Support implementation and adherence to administrative policies and procedures.
• Respond promptly to administrative requirements from different functions

4. Stationery & Office Consumables Management

• Maintain optimum inventory levels of office stationery and consumables.
• Maintain stock registers and issue materials against approved requirements.
• Monitor usage trends and forecast requirements to coordinate procurement and stock replenishment
• Implement cost-control measures and minimize wastage.

5. Courier & Document Management

• Coordinate with courier agencies for timely dispatch and receipt of documents.
• Maintain inward and outward courier registers.
• Ensure safe handling and tracking of confidential documents.
• Maintain proper filing and document control records.

6. Vendor Management & Invoice Processing Contract & Service Agreement Coordination

• Coordinate with administrative service providers and vendors.
• Support sourcing renewal & management of service contracts & annual rate agreements (ARCs).
• Maintain vendor records agreements invoices and supporting documentation and renewal schedules.
• Verify bills and coordinate timely payment processing with Finance.
• Track vendor / Contractor performance and service levels.

7. Facility Management Support

• Support the Administration Manager in managing: Security Services Housekeeping Services Canteen Operations Employee Transportation Pest Control Drinking Water Systems Office Utilities Office Equipment Common Areas Meeting Rooms Parking Areas Reception Facilities
• Monitor daily service quality and ensure timely resolution of operational issues.

8. Compliance & Contractor Administration

• Support the Administration Manager in ensuring statutory and labour law compliance for all administrative services and Contract labour & agencies.
• Maintain contractor documentation and compliance records.
• Track monthly compliance submissions.

9. Workplace Housekeeping & 5S Excellence (Plant & Office)

• Ensure excellent housekeeping standards across office and plant premises.
• Conduct routine inspections across office and plant common areas (washrooms reception conference rooms and surrounding premises)
• Support implementation and sustainability of 5S practices.

11. Employee Engagement & Corporate Events

• Coordinate administrative & logistics support for all company events & Employee Engagement Activities (e.g. Annual Day Festival Celebrations National Events Town Hall Meetings Employee Welfare Programs Customer Visits Training Programs CSR Activities ArmaFit

12. Continuous Improvement & Digitalization

• Identify opportunities for improving administrative processes and service quality.

• Promote cost-saving initiatives and operational efficiency.
• Support digitalization of administrative records and processes.
• Promote service excellence and operational efficiency wrt WAM principles
• Ensure compliance with company policies safety standards and quality systems.

Job Specifications

Professional Education

• Bachelors Degree in Business Administration Commerce Management or any relevant discipline.

Professional Education

• 38 years of experience in Administration Front Office Facility Management or Office Administration preferably within a manufacturing or industrial environment.
• Experience in vendor management facilities coordination statutory compliance support and employee services will be an added advantage.

In which areas

HR & Admin

Technical / Functional Skills

• MS Office (Excel Word PowerPoint Outlook)
• ERP/SAP exposure (preferred)
• Documentation and record management
• Basic statutory compliance knowledge / Knowledge of Labour laws
• Facility management practices

Other specific skills/ knowledge

• Excellent communication and interpersonal skills
• Professional appearance and customer service orientation
• Strong organizational and coordination abilities
• Planning and multitasking skills
• Attention to detail
• Problem-solving ability
• Teamwork and collaboration
• High level of integrity and confidentiality
• Time management
• Ownership and accountability

Language skills

English Hindi & Marathi or Any other language

Time Type: