Job Description

Executive - Administration

(Based at Femography - Dehiwala)

MAS is Sri Lanka’s largest exporter and South Asia’s largest design-to-delivery solution providers in apparel and textile manufacturing. With a global community of 100,000, today, MAS spans across 13 countries with its portfolio expanding into wearable technology, FemTech, logistics and fabric parks worldwide. Over three decades, MAS has gained global recognition for its ethical and sustainable working environment as well as its impeccable craftsmanship and product excellence.

Embark on a journey of change with MAS, by joining the MAS Femography - Dehiwala, as Executive – Administration to ensure all activities within the assigned Administration pillar that includes areas such as transport, canteen, accommodation and other additional activities such as maintenance of factory premises, medical Center, and supervision of work of janitorial staff in order to ensure adherence to set standards at all times

Qualifications, Experience, Skill and Competencies:

• Oversee all activities of the general maintenance staff in order to ensure that allocated work is carried out as per instructions
• Perform the following duties in order to ensure that all work pertaining to the maintenance of factory premises, equipment (photocopiers etc) are carried out efficiently:
• Perform a daily inspection of the assigned areas so as to identify any areas that require attention and priorities work accordingly
• Assist in the purchase of items such as building materials, paints, materials for maintenance, medicine etc. as and when required
• Canteen - Diligently follow though and adhere to the below functions to ensure service providers and the eco system pertaining to the facility met set hygiene standards at all times:
• maintain up to date records of issues/complains raised and seek to offer suitable solutions
• ensure meals are served on time to the expected standard
• Accuracy of quantities and values being charged by service provider
• Completion and adherence to set standards and audits- DCAT Audit
• Weekly and monthly routines/ checklist are followed up.
• Dues towards service providers which includes settling payments by verifying headcount and number of portions and price is actioned in a timely manner.
• VIP and visitor meals are served according to the management expectations and standards
• Ensure to adherence to proper KOT process
• Drive and monitor canteen towards compliance guidelines (GMP and other compliance requirements)
• Focus on cost reduction projects through justifiable special projects.
• Maintain canteen and VIP inventory check list and proper monitoring mechanism of the equipment
• Transport - To ensure the below activities pertaining to transport is carried out in an effective and timely manner and enable accurate and timely payment to transport service providers whilst saving cost through cost saving initiatives using the available technology systems:
• Coordinate and attend to all transport related matters within the relevant vehicle fleet
• Monitor the maintenance of office transport fleet continuously by setting controls, monitoring the cost and taking corrective measurements and attend to vehicle insurance policies
• Ensuring data is maintained for transport cost reduction projects
• Ensure daily transport requirements of the employees are met effectively and efficiently whist adhering to company transport policies
• Smooth process of entering daily transport details to E - Transport system and maintain 100% accuracy.
• All the transport service providers will get the accurate transport payment within the defined time period
• Ensure employee safety at all times by giving adequate trainings for drivers and ensuring that vehicles are in good condition
• Janitorial- Complete the activities specified below to ensure the eco system around the needle point is sound by maintaining a clean working environment.
• Service providers meet customer specified compliance standard and labour laws
• Janitors adhere to environmental standards and expectations
• Ensure accuracy of service provider invoices
• Daily/monthly and weekly routines are followed up.
• Ensure all dues towards service provider is settled within the stipulated period.
• Ensure all fabric waste taken out of the production floor is in compliance with the BPU guidelines
• Ensure smooth garbage disposable process whilst maintaining compliance and BPU guidelines.
• Ensure proper purchasing of cleaning chemicals and other equipment’s
• Staff accommodation- Diligently adhere to and ensure the below specified activities pertaining to staff accommodation is carried out in an effective and timely manner & provide the required logistical and administrative support services:
• Managing and maintaining the staff accommodation maintained by the company
• Maintain all the documents* that are required by the Intimates legal team and timely settlement of the lease amount*(House Registration/ COC / Deed Copies etc.)
• Ensure employees will have all the welfare facilities and other requirements that are defined by the organization
• Prepare and follow a proper contingency plan to evaluate the accommodations in an event of emergency
• Maintain an inventory of the equipment of all staff accommodations
• Coordinate with contract drivers to ensure safe and timely transport for employees.
• Monitor visits made by contractors/ service providers whilst maintaining log books and make arrangements to settle payments
• To ensure that the production is adequately facilitated with the engineering aids, machines and tools are available in order to meet the requirement of the delivery
• Manage medical insurance registrations of employees and reimbursement of claims in order to facilitate internal customer requirements within the relevant division
• Oversee the Heath centers for the relevant division and ensure all facilities adhere to protocols, procedures and practices in place whilst providing solutions as and when required
• Maintain necessary flow of stationery requirements of the company through analyzing requirements in order to provide stationery when
• required

Qualifications & Skills

• Degree in Business Management or any other equivalent qualification 1 year of work experience in the relevant field
• Good communication skills. Computer literacy skills Critical thinking
• Working well in a team Self-motivation Flexible
• Determination and persistence Being a quick learner