Senior Officer - Administration

Responsibilities

Key Responsibilities of Role 1. Visitor Management

• Manage end-to-end visitor registration, approvals, entry permits, and gate pass processes.
• Coordinate with security teams for smooth visitor entry and exit.
• Ensure all visitors comply with safety, security, and site regulations.
• Maintain visitor records, logs, and reports for audit purposes.

2. VIP & Delegation Management

• Coordinate visits of senior management, government officials, customers, investors, and external stakeholders.
• Arrange transportation, accommodation, meals, meeting rooms, and hospitality services.
• Ensure adherence to protocol requirements and visit schedules.
• Act as the primary point of contact during VIP visits.

3. Event Planning & Coordination

• Plan and execute employee engagement programs, town halls, annual functions, inaugurations, celebrations, and corporate events.
• Coordinate event logistics, venue arrangements, seating plans, audiovisual requirements, and catering services.
• Prepare event schedules, budgets, and execution plans.
• Monitor event execution to ensure smooth operations.

4. Vendor & Contract Management

• Coordinate with event management agencies, caterers, decorators, travel vendors, and service providers.
• Ensure vendor performance meets agreed service levels and quality standards.
• Process vendor quotations, comparative statements, work orders, and payments.
• Resolve vendor-related issues and escalations promptly.

5. Travel, Accommodation & Hospitality Management

• Arrange travel bookings, hotel accommodations, local transport, and guest logistics.
• Ensure comfortable stay and hospitality arrangements for visitors and delegates.
• Monitor hospitality expenses and optimize costs.
• Coordinate special arrangements for international visitors when required.

6. Budget & Cost Management

• Prepare and monitor event budgets and hospitality expenditures.
• Verify vendor invoices and process payments as per company procedures.
• Ensure cost optimization without compromising service quality.
• Maintain records of event expenses and budget utilization.

7. Communication & Coordination

• Liaise with internal departments for visit schedules, event requirements, and stakeholder engagement activities.
• Share event communications, invitations, agendas, and logistics details.
• Coordinate cross-functional teams to ensure successful execution of events.
• Manage last-minute changes and ensure timely communication to all stakeholders.

8. Compliance, Safety & Documentation

• Ensure compliance with company policies, security procedures, and safety requirements during events and visits.
• Obtain necessary approvals and permits for events and visitor access.
• Maintain event reports, visitor records, photographs, and documentation.
• Support audits related to visitor management and administration activities.

9. Stakeholder Experience & Feedback Management

• Ensure a professional and welcoming experience for all visitors and guests.
• Address visitor concerns and special requirements promptly.
• Collect feedback from stakeholders and identify opportunities for improvement.
• Continuously enhance event quality and visitor satisfaction.

Qualifications

Education & Experience

• Graduate in Hospitality Management, Hotel Management, Business Administration, Event Management, or related discipline.
• 6-10 years of experience in Administration, Event Management, Visitor Management, Hospitality, or Corporate Services.
• Experience in handling VIP visits, customer delegations, plant visits, and corporate events in a manufacturing or corporate environment is preferred.
• Exposure to vendor management, travel coordination, and stakeholder engagement will be an added advantage.