Hi Shalini,
The Admin department generally has the same broad functions, but this is how you should go ahead:
1. Understand/ask for the job description in HR and Admin. Jobs in Admin are mostly office management involving common sense. Remember, there is no MBA/degree/diploma worth its name for specializing in this function.
2. List down the Admin jobs.
3. Enquire from staff with longer tenure in the Company what the Admin practices are in vogue in your Company. Follow them but improve on them.
4. Basically, you have to maintain the office and its decorum well in the Admin function. Therefore, it requires you/your staff to identify new vendors/maintain existing vendors, prepare/renew their AMCs/contracts, ensure preventive breakdown of office services, front office/reception, office upkeep, and periodic evaluation of services vis-a-vis costs.
5. Take office/Admin files, if any, in your possession and read the documents therein.
In short, Admin involves:
1. Office security.
2. Housekeeping services.
3. Office Canteen/Cafeteria services.
4. Front Office/Reception.
5. Building/Office maintenance (Civil (masonry)/Carpentry/Electrical services/office renovation/repair/painting/polishing).
6. Horticulture (if there are gardens/plants, etc).
7. Office dak and despatch.
8. Fire fighting equipment/drills.
9. Office printing and stationery.
10. Office cars/transportation.
11. Electrical connections.
12. Office design/layout planning/architecture/construction.
13. Office telephones/faxes/telecommunication (IPLC, broadband, internet, etc.).
14. Office furniture/furnishing.
15. Office carpeting/re-carpeting.
16. Office toiletries/consumables/cleaning material.
17. Office pantry/eatables.
18. Ticket/hotel booking for customers/clients/visitors/employees.
19. Office attire/uniform.
20. Class 4 staff handling (peons, gardeners, drivers, pantry boys, guards, etc).
21. Pest control.
22. Air conditioning/HVAC.
23. Employee First Aid.
24. Guest relations/hospitality management.
25. Admin. vendor development/evaluation, purchases, auction of office furniture.
26. Leasing/buying/selling office/real estate.
27. Constructing office building(s).
28. Buying/maintaining EPABX, Computers (if not IT dept), Faxes, Photocopiers.
29. Office alarm/locking system - installation/maintenance.
30. Office lift/escalator, common areas, carpet/super areas, etc.
I may have missed out some but generally, Admin may involve all or some of the above. Admin work responsibilities would depend on which industry you are in and the size/topological spread of your organization.
Hope this helps.
Rahul Kumar