ABOUT BEARYS GROUP
Bearys Group has been building landmark projects across India since 1981. With a portfolio spanning residential, commercial, hospitality, and data center infrastructure, we bring 45 years of execution discipline to every project. Our Bearys Global Research Triangle (BGRT) campus at Whitefield is one of our flagship developments, and the team that keeps it running is as important as the one that builds it.
ROLE PURPOSE
The Admin Executive is the operational backbone of the BGRT site office. In this role, you will be deputed to manage the day-to-day administrative functions within a client's R&D division at the BGRT campus, Whitefield -- covering facility coordination, office management, vendor communication, documentation, and executive support. This role requires someone who is organized, proactive, and comfortable handling multiple tasks at once without losing attention to detail. You will work closely with the Facility Manager, site leadership, and cross-functional teams including HR, Finance, and Procurement.
KEY RESPONSIBILITIES
1. Facility and Office Administration
· Support the Facility Manager in supervising day-to-day facility maintenance at the BGRT site -- following up with vendors, tracking service requests, and ensuring the office environment is clean, functional, and well-maintained.
· Coordinate with housekeeping, security, and maintenance staff to ensure site standards are consistently met.
· Monitor and replenish office supplies, stationery, and consumables; raise purchase requests on time to avoid shortfalls.
· Assist in managing meeting rooms, visitor facilities, and common areas at the BGRT campus.
2. Documentation and Records Management
· Prepare, organize, and maintain accurate records in both paper and digital formats; ensure the filing system is up to date and easy to retrieve.
· Draft and format correspondence, memos, reports, and official communications as directed by the Facility Manager or site leadership.
· Manage incoming and outgoing documents; log, track, and route them to the appropriate stakeholders in a timely manner.
· Maintain confidentiality of sensitive administrative and personnel information at all times.
· Ensure all administrative documentation and filing is audit-ready at all times; support internal and statutory compliance reviews by maintaining structured, traceable records.
3. Communication and Coordination
· Serve as the first point of contact for administrative queries -- answering phones, responding to emails, and directing calls to the right person.
· Coordinate with vendors, contractors, and service providers for routine site requirements; follow up on open requests and ensure closure.
· Liaise with the corporate HR, Finance, and Procurement teams on site-level requirements, approvals, and escalations.
· Communicate courteously and professionally with management, executives, on-site personnel, clients, and visitors.
· Provide administrative support to the HR and Accounts teams as required -- including document coordination, data entry, vendor follow-ups, and assistance during audits, payroll cycles, or compliance activities.
4. Scheduling and Meeting Support
· Book and manage appointments, meetings, and site visits for the Facility Manager and senior site staff.
· Prepare meeting agendas, compile supporting materials, and circulate them in advance.
· Take and distribute minutes of meetings; track action points and follow up on pending items.
· Coordinate travel and logistics for site leadership when required.
· Assist in organizing internal meetings, team events, and site-level activities -- including venue setup, catering coordination, attendee communication, and post-event documentation.
5. Research and Reporting
· Conduct basic research as directed -- vendor comparisons, regulatory requirements, supplier options, or any site-relevant information.
· Compile and submit periodic administrative reports to the Facility Manager covering office supply usage, vendor status, and facility maintenance updates.
· Support the preparation of presentations, trackers, and dashboards for internal review meetings.
6. Site Safety, Security & Emergency Response (Secondary Function)
The following responsibilities form approximately 20-30% of this role and are carried out with the primary admin function.
· Conduct regular site inspections to identify physical vulnerabilities, safety hazards, and potential risk areas; report findings to the Facility Manager with recommended corrective actions.
· Act as the on-site first responder during emergencies, unauthorized access incidents, or medical situations -- coordinating with police, fire, or medical personnel as required, and ensuring personnel safety is prioritized.
· Ensure strict adherence to the company's security protocols, access control procedures, and applicable legal and safety regulations across the BGRT site.
· Maintain an incident log; document all security-related events, near-misses, and emergency responses accurately and promptly for management review.
· Support periodic safety drills, evacuation exercises, and awareness activities in coordination with the Facility Manager.
QUALIFICATIONS & EXPERIENCE
Education
Bachelor's degree in any discipline (mandatory). A degree or diploma in Business Administration, Commerce, or a related field is preferred.
Experience
2–4 years of relevant experience in administration, office management, or executive assistance. Prior experience on a construction site or at a real estate / infrastructure company is an advantage.
Technical Skills
Proficiency in MS Office Suite -- Word, Excel, PowerPoint, and Outlook. Familiarity with document management systems or ERP tools is a plus.
Soft Skills
Strong organizational and time management skills. Ability to multitask, prioritize effectively, and work under pressure without compromising accuracy.
Communication
Excellent written and verbal communication in English. Working knowledge of Kannada is preferred for local vendor and authority interactions at the BGRT site.
Languages
Proficiency in English is mandatory. Working knowledge of Kannada is preferred. Knowledge of Hindi or additional Indian languages is an advantage.
Safety Awareness
Basic knowledge of workplace safety practices, emergency response procedures, and first aid is an advantage.
WHAT WE VALUE IN THIS ROLE
We value professionals who bring both capability and a collaborative mindset to a fast-paced site environment. The ideal candidate will reflect the following qualities.
· Reliability -- the site depends on administrative support that shows up consistently, meets deadlines, and follows through without needing reminders.
· Attention to detail in documentation, correspondence, and record management; errors in an administrative function have a direct impact on site operations.
· A proactive attitude -- anticipating what is needed before being asked, whether that is restocking supplies, preparing a meeting room, or flagging a pending vendor response.
· Strong interpersonal skills to work across site teams, corporate functions, vendors, and visitors with equal professionalism.
How to Apply:
Please share your resume at [email protected] and [email protected].
Candidates willing to attend face-to-face interviews in Bengaluru and available to join immediately are preferred.
Pay: ₹25,000.00 - ₹30,000.00 per month
Benefits:
- Health insurance
- Paid sick time
- Provident Fund
Work Location: In person
