Position Overview:
The Admin Executive will support the Admin Lead in managing and coordinating day-to-day
administrative operations across NGRT locations. The role involves hands-on execution of
facility management, housekeeping supervision, vendor coordination, inventory tracking, and
compliance documentation. The position ensures smooth on-ground operations, upkeep of
facilities, and adherence to company standards across stores and offices.
Key Responsibilities
1. Facility & Operations Support
- Oversee daily facility activities including housekeeping, security, and maintenance
under the guidance of the Admin Lead.
- Ensure cleaning materials, safety gear, and fire extinguishers are available and
maintained in good condition.
- Monitor facility upkeep and report maintenance or safety issues for prompt resolution.
- Coordinate with service providers to ensure uninterrupted internet and utility services.
2. Procurement & Inventory Coordination
- Maintain records of stock for administrative consumables such as stationery, cleaning
materials, and pantry items.
- Track inward and outward movement of inventory and update records regularly.
- Assist in dispatch of paper bags, ID cards, and other branded materials to stores.
- Monitor usage and raise timely requisitions to prevent shortages or overstocking.
3. Vendor & Service Coordination
- Liaise with vendors for housekeeping, security, and maintenance requirements as
directed by the Admin Lead.
- Verify service completion and ensure timely processing of invoices.
- Maintain up-to-date documentation for vendor contracts and service renewals.
- Share periodic vendor performance feedback with the Admin Lead.
4. Compliance & Documentation
- Assist in maintaining compliance records including Gumasta licence copies, insurance,
and safety audit reports.
- Support in documentation and filing related to facility compliance and asset verification.
- Maintain digital and physical files for easy retrieval during audits.
5. Asset Management
- Support the tagging, allocation, and transfer of company assets between locations.
- Maintain updated asset registers for furniture, fixtures, and office equipment.
- Conduct basic asset verification during store visits or audits.
6. Audit & Reporting
- Accompany the Admin Lead on quarterly location audits and assist in data collection
and reporting.
- Prepare checklists, collect feedback from store teams, and compile audit observations.
- Track corrective actions from previous audits and follow up with respective teams.
7. Training Support
- Coordinate logistics for training sessions conducted by the Admin Lead for
housekeeping, security, and fire safety.
- Ensure attendance records, training materials, and setup arrangements are completed
in advance.
- Maintain training completion data and assist in refresher scheduling.
8. Travel & Booking Assistance
- Handle travel and accommodation bookings for employees as per company policy.
- Ensure booking confirmations, vendor coordination, and timely communication with
employees.
- Track travel costs and report any variances against approved budgets.
9. Coordination & Reporting
- Maintain regular communication with store teams for on-ground requirements and
updates.
- Submit weekly and monthly reports on facility conditions, stock status, and vendor
activities.
- Support the Admin Lead in executing special projects and cross-functional coordination
with HR, Finance, and Operations teams.
Qualifications & Experience
- Bachelor’s degree in any discipline (preferably Business Administration or Facility
Management).
- 2–4 years of experience in administration or facility operations, preferably in a retail or
multi-location setup.
- Good knowledge of MS Excel, vendor coordination, and inventory tracking.
- Strong organizational, follow-up, and communication skills.
- Willingness to travel occasionally for audits and store support.
