Job Description – Administration Officer
Designation: Administration Office
Department: Administration / Operations
Number of Positions: 2
Reports To: Admin Manager / Operations Head / Management
Location: [ Ahmedabad - Paldi - Kankaj ]
Employment Type: Full-Time
Job Purpose
The Administration Executive will be responsible for ensuring the smooth and efficient day-to-day functioning of the office, facility, housekeeping, travel arrangements, accommodation, guest management, and general operational support.
The role requires a hands-on person who can coordinate with employees, vendors, hotels, housekeeping staff, drivers, travel agencies, and management to ensure that all administrative requirements are completed on time.
Key Responsibilities :-
1. Daily Office & Facility Administration
- Ensure the office/facility is clean, organized, and ready for daily operations.
- Monitor housekeeping activities, including floor cleaning, washrooms, common areas, pantry, meeting rooms, and other facilities.
- Check cleanliness and hygiene standards on a daily basis.
- Coordinate with housekeeping staff and external housekeeping agencies.
- Ensure adequate availability of cleaning materials, toiletries, drinking water, pantry items, and other office consumables.
- Monitor office infrastructure and immediately report maintenance issues.
- Coordinate with electricians, plumbers, carpenters, AC technicians, internet/service providers, and other vendors when required.
- Maintain proper records of office assets, equipment, keys, and administrative items.
- Ensure basic safety, security, and facility requirements are followed.
2. Travel & Flight Booking
- Arrange domestic and international flight bookings for employees, management, and guests as instructed.
- Check flight schedules, availability, fares, baggage rules, and travel requirements.
- Coordinate flight changes, cancellations, rescheduling, and refunds.
- Maintain proper records of travel bookings and expenses.
- Coordinate with travel agencies or online booking platforms whenever required.
- Prepare travel itineraries and share complete travel details with concerned employees/management.
3. Hotel & Accommodation Management
- Search and arrange suitable hotels/accommodation based on company requirements and budget.
- Make hotel bookings for employees, management, visitors, and guests.
- Coordinate check-in and check-out arrangements.
- Negotiate room rates and corporate rates wherever possible.
- Coordinate special requirements such as airport pickup, early check-in, late check-out, meals, meeting rooms, etc.
4. Guest Reception & Visitor Management
- Receive and welcome company guests, visitors, clients, consultants, and other important personnel.
- Coordinate airport/railway station pickup and drop arrangements when required.
- Arrange guest accommodation, meals, transportation, and meeting requirements.
- Ensure meeting rooms and reception areas are properly prepared before visitors arrive.
- Coordinate with relevant departments regarding visitor schedules.
- Maintain a professional and hospitable environment for guests.
5. Transportation & Vehicle Coordination
- Arrange transportation for employees, management, and guests.
- Coordinate with company drivers, taxis, and transport vendors.
- Prepare pickup/drop schedules and communicate them clearly.
- Monitor vehicle availability and ensure timely transportation.
- Maintain records of transportation expenses and bills.
- Coordinate vehicle servicing, maintenance, insurance, permits, and other administrative requirements where applicable.
6. Vendor & Service Provider Coordination
- Coordinate with housekeeping, security, maintenance, travel agents, hotels, transport providers, stationery suppliers, and other vendors.
- Obtain quotations when required.
- Compare vendor quotations and submit recommendations to management.
- Follow up on pending services and ensure timely completion.
- Verify vendor bills and supporting documents before submitting them for approval/payment.
- Maintain an updated vendor contact list.
7. General Operational Support
- Provide day-to-day administrative and operational assistance to management and other departments.
- Support office events, meetings, training programs, employee activities, and company functions.
- Arrange meeting rooms, refreshments, seating, stationery, equipment, and other requirements.
- Assist in urgent operational requirements whenever needed.
- Coordinate inter-departmental administrative activities.
- Handle confidential administrative information responsibly.
- Perform other reasonable administrative/operational duties assigned by management.
Daily Administration Checklist
- Check overall office cleanliness and housekeeping.
- Check floors, washrooms, pantry, reception, meeting rooms, and common areas.
- Check drinking water, tea/coffee, toiletries, cleaning materials, and pantry supplies.
- Review visitor/guest schedule for the day.
- Check today's and upcoming flight bookings.
- Check today's hotel/accommodation check-ins and check-outs.
- Check employee/guest transportation requirements.
- Follow up on pending maintenance issues.
- Coordinate with housekeeping/security/drivers/vendors as required.
- Check pending administrative purchases and deliveries.
- Verify and update important administrative records.
- Report important issues and pending matters to the reporting manager.
Required Skills & Competencies
- Good communication and interpersonal skills.
- Strong coordination and follow-up ability.
- Good knowledge of MS Office / Google Workspace.
- Ability to handle flight, hotel, and travel bookings.
- Good vendor management skills.
- Strong organizational and time-management skills.
- Ability to manage multiple tasks simultaneously.
- Problem-solving and quick decision-making ability.
- Professional and courteous approach toward guests and employees.
- Ability to work independently and take ownership of administrative activities.
- Willingness to provide hands-on operational support when required.
*Specific Skill :-
Chinese Language communication required*
Qualification & Experience
Education: Graduate preferred.
Experience: 2–5 years of experience in Administration, Facilities, Office Management, Hospitality, Travel Co-ordination, or Operations.
Pay: ₹25,000.00 - ₹60,000.00 per month
Work Location: In person
