Colombia - Español

Admin Executive

Kandla, India
Job Reference JR0074745
Professional Areas Administration
Function Adminstration
Years of Work Experience 5 - 8
Start date 2024-07-01

Louis Dreyfus Company is a leading merchant and processor of agricultural goods. Our activities span the entire value chain from farm to fork, across a broad range of business lines, we leverage our global reach and extensive asset network to serve our customers and consumers around the world. Structured as a matrix organization of six geographical regions and ten platforms, Louis Dreyfus Company is active in over 100 countries and employs approximately 17,000 people globally.

Facilities Management:

  • Responsible for overall upkeep-repair, maintenance, replacement of office equipment and appliances.
  • Space management for new employees.
  • Co-ordinating with various departments within the plant for their requirements related to Admin work, prepare PR, follow up for material.
  • Co-ordination for agreements, work orders & its renewal related to Administration like Transport, Security, Canteen, Gardening, Housekeeping, Hotels, Couriers, Events etc.
  • Maintain clean & hygienic restroom and canteen facilities.
  • Preparation of Admin Budget, monitoring and controlling the same.
  • Responsible for managing courier facility, government posts, arranging revenue stamps, stamp paper, notary based on requirements and any other work in local market, bank, post office, etc.
  • Arrange for repair and maintenance through outsources services for work related to plumbing, carpentry, etc.

Office Equipment/ Assets & Stationery:

  • Responsible for maintenance of Office equipment, IT & Communication related accessories.
  • Raising PR for procurement, verify & process respective invoices with relevant approvals.
  • Responsible for coordinating with mobile service provider, resolving connectivity issues if any, arrange for new connections based on requirements by function or new joinees, arrange for international roaming for foreign travel of employees, verifying and processing of invoice related to the same within due date. Updating details of users as per DoT requirements on regular basis.
  • Responsible for I-Card, Access Card and all stationery items including legal forms, registers etc.
  • Ensure proper working and timely services and renewal for attendance system.
  • Assist with all aspects of administrative management, logistics, equipment inventory, asset tagging etc.
  • Responsible for all office expenses such as office supplies, equipment, maintenance, etc.
  • Ensure availability of daily/monthly miscellaneous requirements.

Managing Employee/ LDC Guests Requirements:

  • Maintain and upkeep of Front Office, Meeting/ Conference Rooms, Training Center, Medical Room, etc.
  • Employee relocation, travel, transportation, travel booking, temporary living assistance and costs related to it.
  • Maintain and upkeep of sports items and assist in arranging required items.
  • Arrange for stay and transportation for LDC guests, Auditors etc.
  • Arrange for necessary Personal Protective Equipment for guests, visitors, government officials during their visit.
  • Arrange for food & refreshment items for guests, visitors, government officials during their visit etc.

Canteen/ Pantry Management:

  • Ensure proper and timely supply of daily food, snacks, etc. as per requirements.
  • Ensure clean & hygienic food (lunch/dinner/snacks) & drinking water supply.
  • Ensure availability of daily miscellaneous requirements related to canteen.
  • Ensure sufficient supply of drinking water in the plant and submission of required test reports by vendor as per requirements on regular basis.
  • Managing caterers, timely reformation of canteen committee, canteen committee meetings, vendor audit, grievance redressal, compliances, penalties, corrective actions for improvement of services, etc.
  • Regular upkeep, service and availability of Water Coolers, Water Dispensers.
  • Upkeep and procurement of Canteen related equipment, utensils, crockery, furniture, fixtures, etc.
  • Verifying & processing invoices related to material supply, catering service (food supply) etc. related to canteen.
  • Ensure timely renewal of contract agreement/ work orders related to canteen.

 

Medical Facilities:

  • Upkeep and maintenance of Medical Room and arrangement of required items, equipment.
  • Maintain updated list of first aiders in the plant as well as employee list with blood groups. Review and update list of nearest hospitals and contact details on regular basis.
  • Co-ordinate with hospitals and departments, employees to arrange pre-placement, periodical health checkup of employees and contract workers as per compliances w.r.t Factories Act & FSSAI., ensure availability of reports for audit and compliance records.
  • Co-ordinate with Occupational Health Consultant and as per his advice, maintain and update health records with historical data, medical reports of employees. Communication to employees, consultation of employees with Occupational Health Consultant regarding their health based on their medical reports and historical records for personal health or any occupational health concerns.
  • Co-ordinate with hospital and take advice of Occupational Health Consultant in case of any critical incidents, emergency etc. or whenever required for any health issue of employee.
  • Take advice from Occupational Health Consultant, prepare and circulate preventive measures, do’s and don’ts to employees in case of any pandemic, viral or seasonal diseases like dengue, malaria during monsoon, heat stroke during summer, prepare action plan for prevention and control as per advice of the Occupational Health Consultant or guidelines of the Government.
  • Verification & processing of invoice related to health checkup, first aid cases, occupational consultant fees, vaccination expenses related to FSSAI compliances etc. based on approvals.
  • Timely renewal of Work Orders, Contract Agreements for the above. Budgeting and ensuring the costs are within budget.

 

 

Housekeeping Management:

  • Maintaining good housekeeping of all areas in the Plant including open areas as well as Offices, Canteen, Washrooms, Canteens, Training Center etc.
  • Allotment and supervision of work assigned to Housekeeping team as per schedule, ensure availability of sufficient manpower.
  • Ensure availability of all House-keeping related material, repair, replacement of any related items.
  • Verification and processing of monthly Housekeeping Invoices including Manpower, Housekeeping Material Supply & Reimbursement costs, timely renewal/revision of Service Agreement, etc.
  • Also ensure the work is done in a safe manner with required PPE & work permit as applicable.
  • Pre-monsoon activity – clearing storm water drains, inspect and remove any unwanted material causing unsafe condition due to heavy rains, cyclone.
  • Attending and resolve any Housekeeping related issues raised in internal meetings or audits having impact of Safety, Health or Environment as per LDC Policy or applicable laws.
  • Verifying and ensuring all housekeeping related records, formats are being maintained properly as per ISO requirements on regular basis and proper housekeeping is maintained in the plant premises.

Garden Management:

  • Maintaining of Garden, Plantation, Lawns, Green Belt, etc. in good condition.
  • Schedule and supervise daily work allotted to the Gardening team as per schedule and ensure sufficient manpower is provided by the Service Provider as per requirements of job allotted.
  • Ensure proper utilization of manpower provided by the Service Provider and safe working with necessary PPE and work permits as applicable.
  • Timely removal of grass during monsoon, regular trimming of trees, (even outside plant premises for uninterrupted electric power supply as and when required) replacement of plants and new plantations as per requirement in a well-planned manner.
  • Pre-monsoon activity to ensure zero damage by falling of trees/ branches due to cyclone, heavy rains.
  • Checking, and processing of monthly Garden Service Invoices including Manpower, Material & Reimbursement costs, timely renewal/revision of service agreement, etc.

Transportation Management:

  • Ensure timely service and availability of Staff Bus, Innova and Ambulance with drivers and required documents for compliances, as per the terms and conditions of the agreement/ work order. Resolving issues related to the same.
  • Review and implement bus route as per requirements from time to time considering safety aspect.
  • Arrangement of cabs on casual basis for LDC employees, guests, Auditors as per requirements based on approval and considering the cost factor.
  • Transport arrangements for special events like function celebrations in plant or outside plant, off-sites etc.
  • Maintaining logbooks on regular basis, verification and processing of invoices.
  • Timely renewal of contract agreement, work order for the hired vehicles.

Event Management:

  • Arrangements for celebration of various events like Safety Day, Republic Day, Independence Day, World Environment Day, World Food Safety Day, Off-sites etc. and facilitate for Training Programs.
  • Arrange for items required for arranging Pooja in the plant by any Department during special occasions, inauguration etc.
  • Arrangement for conference in hotel, group dinner, year-end event etc.
  • Arrangement for any other official events related to sales and promotion, CSR project etc.
  • Co-ordinate with concerned department head and fun committee for the above events, scheduling the event, communications, budgeting, approvals, payment processing based on approvals and within budget.

Any Graduate, Any Postgraduate, MBA Prefered 

Additional Information for the job

Diversity & Inclusion

LDC is driven by a set of shared values and high ethical standards, with diversity and inclusion being part of our DNA. LDC is an equal opportunity employer committed to providing a working environment that embraces and values diversity, equity and inclusion.

LDC encourages diversity, supports local communities and environmental initiatives. We encourage people of all backgrounds to apply.

Sustainability

Sustainable value is at the heart of our purpose as a company.

We are passionate about creating fair and sustainable value, both for our business and for other value chain stakeholders: our people, our business partners, the communities we touch and the environment around us

What We Offer

We provide a dynamic and stimulating international environment, which will stretch and develop your abilities and channel your skills and expertise with outstanding career development opportunities in one of the largest and most solid private companies in the world.

We offer

  • A workplace culture that embraces diversity and inclusivity
  • Opportunities for Professional Growth and Development
  • Employee Recognition Program
  • Employee Wellness Programs - Confidential access to certified counselors for employee and eligible family members, along with monthly wellness awareness sessions.
  • Certified Great Place to Work
Company Description

Louis Dreyfus Company is a leading merchant and processor of agricultural goods. Our activities span the entire value chain from farm to fork, across a broad range of business lines, we leverage our global reach and extensive asset network to serve our customers and consumers around the world. Structured as a matrix organization of six geographical regions and ten platforms, Louis Dreyfus Company is active in over 100 countries and employs approximately 17,000 people globally.


Job Description

Facilities Management:

  • Responsible for overall upkeep-repair, maintenance, replacement of office equipment and appliances.
  • Space management for new employees.
  • Co-ordinating with various departments within the plant for their requirements related to Admin work, prepare PR, follow up for material.
  • Co-ordination for agreements, work orders & its renewal related to Administration like Transport, Security, Canteen, Gardening, Housekeeping, Hotels, Couriers, Events etc.
  • Maintain clean & hygienic restroom and canteen facilities.
  • Preparation of Admin Budget, monitoring and controlling the same.
  • Responsible for managing courier facility, government posts, arranging revenue stamps, stamp paper, notary based on requirements and any other work in local market, bank, post office, etc.
  • Arrange for repair and maintenance through outsources services for work related to plumbing, carpentry, etc.

Office Equipment/ Assets & Stationery:

  • Responsible for maintenance of Office equipment, IT & Communication related accessories.
  • Raising PR for procurement, verify & process respective invoices with relevant approvals.
  • Responsible for coordinating with mobile service provider, resolving connectivity issues if any, arrange for new connections based on requirements by function or new joinees, arrange for international roaming for foreign travel of employees, verifying and processing of invoice related to the same within due date. Updating details of users as per DoT requirements on regular basis.
  • Responsible for I-Card, Access Card and all stationery items including legal forms, registers etc.
  • Ensure proper working and timely services and renewal for attendance system.
  • Assist with all aspects of administrative management, logistics, equipment inventory, asset tagging etc.
  • Responsible for all office expenses such as office supplies, equipment, maintenance, etc.
  • Ensure availability of daily/monthly miscellaneous requirements.

Managing Employee/ LDC Guests Requirements:

  • Maintain and upkeep of Front Office, Meeting/ Conference Rooms, Training Center, Medical Room, etc.
  • Employee relocation, travel, transportation, travel booking, temporary living assistance and costs related to it.
  • Maintain and upkeep of sports items and assist in arranging required items.
  • Arrange for stay and transportation for LDC guests, Auditors etc.
  • Arrange for necessary Personal Protective Equipment for guests, visitors, government officials during their visit.
  • Arrange for food & refreshment items for guests, visitors, government officials during their visit etc.

Canteen/ Pantry Management:

  • Ensure proper and timely supply of daily food, snacks, etc. as per requirements.
  • Ensure clean & hygienic food (lunch/dinner/snacks) & drinking water supply.
  • Ensure availability of daily miscellaneous requirements related to canteen.
  • Ensure sufficient supply of drinking water in the plant and submission of required test reports by vendor as per requirements on regular basis.
  • Managing caterers, timely reformation of canteen committee, canteen committee meetings, vendor audit, grievance redressal, compliances, penalties, corrective actions for improvement of services, etc.
  • Regular upkeep, service and availability of Water Coolers, Water Dispensers.
  • Upkeep and procurement of Canteen related equipment, utensils, crockery, furniture, fixtures, etc.
  • Verifying & processing invoices related to material supply, catering service (food supply) etc. related to canteen.
  • Ensure timely renewal of contract agreement/ work orders related to canteen.

 

Medical Facilities:

  • Upkeep and maintenance of Medical Room and arrangement of required items, equipment.
  • Maintain updated list of first aiders in the plant as well as employee list with blood groups. Review and update list of nearest hospitals and contact details on regular basis.
  • Co-ordinate with hospitals and departments, employees to arrange pre-placement, periodical health checkup of employees and contract workers as per compliances w.r.t Factories Act & FSSAI., ensure availability of reports for audit and compliance records.
  • Co-ordinate with Occupational Health Consultant and as per his advice, maintain and update health records with historical data, medical reports of employees. Communication to employees, consultation of employees with Occupational Health Consultant regarding their health based on their medical reports and historical records for personal health or any occupational health concerns.
  • Co-ordinate with hospital and take advice of Occupational Health Consultant in case of any critical incidents, emergency etc. or whenever required for any health issue of employee.
  • Take advice from Occupational Health Consultant, prepare and circulate preventive measures, do’s and don’ts to employees in case of any pandemic, viral or seasonal diseases like dengue, malaria during monsoon, heat stroke during summer, prepare action plan for prevention and control as per advice of the Occupational Health Consultant or guidelines of the Government.
  • Verification & processing of invoice related to health checkup, first aid cases, occupational consultant fees, vaccination expenses related to FSSAI compliances etc. based on approvals.
  • Timely renewal of Work Orders, Contract Agreements for the above. Budgeting and ensuring the costs are within budget.

 

 

Housekeeping Management:

  • Maintaining good housekeeping of all areas in the Plant including open areas as well as Offices, Canteen, Washrooms, Canteens, Training Center etc.
  • Allotment and supervision of work assigned to Housekeeping team as per schedule, ensure availability of sufficient manpower.
  • Ensure availability of all House-keeping related material, repair, replacement of any related items.
  • Verification and processing of monthly Housekeeping Invoices including Manpower, Housekeeping Material Supply & Reimbursement costs, timely renewal/revision of Service Agreement, etc.
  • Also ensure the work is done in a safe manner with required PPE & work permit as applicable.
  • Pre-monsoon activity – clearing storm water drains, inspect and remove any unwanted material causing unsafe condition due to heavy rains, cyclone.
  • Attending and resolve any Housekeeping related issues raised in internal meetings or audits having impact of Safety, Health or Environment as per LDC Policy or applicable laws.
  • Verifying and ensuring all housekeeping related records, formats are being maintained properly as per ISO requirements on regular basis and proper housekeeping is maintained in the plant premises.

Garden Management:

  • Maintaining of Garden, Plantation, Lawns, Green Belt, etc. in good condition.
  • Schedule and supervise daily work allotted to the Gardening team as per schedule and ensure sufficient manpower is provided by the Service Provider as per requirements of job allotted.
  • Ensure proper utilization of manpower provided by the Service Provider and safe working with necessary PPE and work permits as applicable.
  • Timely removal of grass during monsoon, regular trimming of trees, (even outside plant premises for uninterrupted electric power supply as and when required) replacement of plants and new plantations as per requirement in a well-planned manner.
  • Pre-monsoon activity to ensure zero damage by falling of trees/ branches due to cyclone, heavy rains.
  • Checking, and processing of monthly Garden Service Invoices including Manpower, Material & Reimbursement costs, timely renewal/revision of service agreement, etc.

Transportation Management:

  • Ensure timely service and availability of Staff Bus, Innova and Ambulance with drivers and required documents for compliances, as per the terms and conditions of the agreement/ work order. Resolving issues related to the same.
  • Review and implement bus route as per requirements from time to time considering safety aspect.
  • Arrangement of cabs on casual basis for LDC employees, guests, Auditors as per requirements based on approval and considering the cost factor.
  • Transport arrangements for special events like function celebrations in plant or outside plant, off-sites etc.
  • Maintaining logbooks on regular basis, verification and processing of invoices.
  • Timely renewal of contract agreement, work order for the hired vehicles.

Event Management:

  • Arrangements for celebration of various events like Safety Day, Republic Day, Independence Day, World Environment Day, World Food Safety Day, Off-sites etc. and facilitate for Training Programs.
  • Arrange for items required for arranging Pooja in the plant by any Department during special occasions, inauguration etc.
  • Arrangement for conference in hotel, group dinner, year-end event etc.
  • Arrangement for any other official events related to sales and promotion, CSR project etc.
  • Co-ordinate with concerned department head and fun committee for the above events, scheduling the event, communications, budgeting, approvals, payment processing based on approvals and within budget.

Experience

Any Graduate, Any Postgraduate, MBA Prefered 


Additional Information

Additional Information for the job

Diversity & Inclusion

LDC is driven by a set of shared values and high ethical standards, with diversity and inclusion being part of our DNA. LDC is an equal opportunity employer committed to providing a working environment that embraces and values diversity, equity and inclusion.

LDC encourages diversity, supports local communities and environmental initiatives. We encourage people of all backgrounds to apply.

Sustainability

Sustainable value is at the heart of our purpose as a company.

We are passionate about creating fair and sustainable value, both for our business and for other value chain stakeholders: our people, our business partners, the communities we touch and the environment around us

What We Offer

We provide a dynamic and stimulating international environment, which will stretch and develop your abilities and channel your skills and expertise with outstanding career development opportunities in one of the largest and most solid private companies in the world.

We offer

  • A workplace culture that embraces diversity and inclusivity
  • Opportunities for Professional Growth and Development
  • Employee Recognition Program
  • Employee Wellness Programs - Confidential access to certified counselors for employee and eligible family members, along with monthly wellness awareness sessions.
  • Certified Great Place to Work