Admin Officer

The Junior Officer – Admin & Facility Management plays a crucial role in ensuring a clean, hygienic, and well-organized workplace by supervising housekeeping and mess operations. This position involves maintaining high standards of cleanliness, hygiene, and facility upkeep while coordinating staff and resources efficiently. The role requires close monitoring of daily activities, timely reporting of issues, and ensuring compliance with safety and hygiene protocols to create a comfortable and employee-friendly environment.

Key Responsibilities

Housekeeping Management:
Supervise housekeeping staff to maintain cleanliness across offices, corridors, washrooms, meeting rooms, and common areas. Conduct daily inspections to uphold hygiene standards and ensure cleaning schedules, duty rosters, and attendance records are properly maintained. Monitor the use and availability of cleaning materials, chemicals, and equipment, ensuring timely replenishment of hygiene supplies such as soap, tissue paper, and sanitizers. Report any housekeeping deficiencies and oversee corrective actions. Coordinate pest control, waste disposal, and deep-cleaning activities as needed.

Mess / Canteen Management:
Oversee daily mess and canteen operations to ensure meals are prepared and served on time. Monitor food quality, freshness, portion sizes, and hygiene standards in the kitchen and dining areas. Ensure proper cleaning of utensils, food storage spaces, and kitchen facilities. Track food supplies and consumption to prevent shortages and minimize wastage. Liaise with mess staff and vendors regarding meal schedules, menus, and service quality. Maintain accurate records of meal counts and employee consumption. Address and resolve complaints related to food quality, service, or hygiene promptly.

Facility Maintenance & General Administration:
Conduct routine inspections of office facilities, furniture, lighting, water supply, and washrooms. Report maintenance issues and coordinate with relevant departments for timely repairs. Maintain records of housekeeping materials, mess supplies, and administrative consumables, ensuring proper storage and controlled issuance. Support office arrangements, meeting setups, employee welfare activities, and other administrative tasks. Coordinate with vendors and service providers for housekeeping, waste management, and facility-related services.

Staff Supervision & Compliance:
Monitor attendance, punctuality, discipline, and performance of housekeeping and mess staff. Ensure adherence to assigned duties, workplace rules, hygiene standards, and safety procedures. Enforce proper use of personal protective equipment (PPE) and safe handling of cleaning chemicals. Maintain daily checklists, inspection reports, complaint registers, and duty rosters. Immediately report serious hygiene, safety, maintenance, or service-related issues to the reporting manager.

Key Performance Indicators (KPIs) include compliance with cleanliness and hygiene inspections, timely resolution of complaints, availability of cleaning and mess consumables, staff attendance and punctuality, prompt maintenance reporting, reduction in waste and unnecessary consumption, and accuracy in record maintenance.

Required Qualifications

A Bachelor’s degree or equivalent qualification in Business Administration, Management, or a related field is required. Candidates should have 1 to 3 years of relevant experience in administration, housekeeping, facility management, or mess/canteen operations. Experience in textile, manufacturing, industrial, or large-facility environments is preferred. Basic computer skills, including MS Excel, Word, email, and record-keeping, are essential.

Required Competencies

The ideal candidate will demonstrate strong skills in housekeeping and facility supervision, mess and canteen coordination, and attention to cleanliness and hygiene. Effective staff coordination, discipline management, communication, and complaint handling abilities are important. Competence in inventory and consumables management, basic reporting, documentation, time management, and problem-solving is also necessary.

Authority & Accountability

The Junior Officer is responsible for routine supervision of housekeeping and mess operations, reporting deficiencies, maintaining records, and coordinating corrective actions. Major expenditures, vendor approvals, disciplinary actions, and policy decisions require approval from the authorized reporting manager. The expected outcome is a clean, hygienic, organized, and employee-friendly workplace supported by effective housekeeping, mess services, and facility management.