Senior Officer - Administration

Location: Mundra, India

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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

Job Info
Job Identification
61096
Posting Date
11/04/2026
Apply Before
02/28/2027
Job Schedule
Full time
Locations
Mundra Solar Technopark Pvt Ltd, Mundra, Gujarat, 370421, IN