Assistant Executive - Admin (Sailor)

Responsibilities & Context

Strategic Admin Work:

Analyze monthly vehicle and operational costs against budget.

Track and report other operational costs like cleaning and security.

Propose cost-saving initiatives to relevant administrative personnel.

Assist in annual budget preparation for administrative expenses. (Vehicle Cost, Fuel Cost etc.)

Fleet Management:

Oversee all company vehicles and drivers.

Driver Recruitment align with corporate Admin team

Repair & Maintenance all vehicle aligns with corporate admin.

Vehicle Route Plan

Develop efficient plans for additional vehicle support to employees

Verify and process transport bills for management approval.

Handle local PR for unforeseen situations.

Security Management:

Organize security duty rosters and manage leave schedules.

Lead recruitment efforts for security personnel.

CCTV monitoring both outlet, Factory & Corporate, internal investigation for incidental case & report to management.

Plan wise physical outlet visit for checking admin issue.

Vendor Management:

Onboard and assess potential vendors (e.g., cleaning, security, transport).

Cultivate and manage strong relationships with vendors to ensure service satisfaction.

Ensure punctual attendance of cleaners and security guards at all outlets.

PR Management:

Foster positive relationships with government and other organizations.

Maintain good rapport with local public relations.

Facilitate and oversee local worker engagements.

Housekeeping Management:

Supervise factory housekeeping activities and floor cleanliness.

Time to time floor monitoring.

Ensure Factory & PMC floor net & clean in every corner.

Ensuring health & hygienic environment in factory Premises.

Implement safety protocols for staff and workplace.

Manage waste and scrap disposal efficiently.

Documentation & Reporting:

Renew and manage all necessary licenses and office documentation.

Maintain incident reports and share with management monthly.

Prepare monthly attendance sheet (Outlet & Factory Cleaner, Security, Driver) and forward to payroll for preparing the salary.

Maintain employee leave register & duty roster (Outlet & Factory Cleaner, Security & Driver)

Safeguard non-management employee files with confidentiality.

Process vendor bills promptly for payment.

Time To Time report to the Management