Operations & Admin Executive
GiftAbled Foundation – Uttar Pradesh
About GiftAbled Foundation
GiftAbled Foundation is a social-impact organization working towards creating an inclusive society by enabling persons with disabilities through education, healthcare, livelihood, skill development, and community-based programs.
Position
Designation: Operations & Admin Executive
Location: Uttar Pradesh – Balrampur / Siddharthnagar / Bhinga
Department: Operations & Administration
Employment Type: Full-time
Reporting To: HR / Admin Lead
Job Summary
The Operations & Admin Executive will be responsible for the smooth day-to-day administration and operational functioning of GiftAbled Foundation’s centers and programs in Uttar Pradesh. The role involves facility management, procurement, vendor coordination, travel and logistics, inventory, documentation, staff support, and coordination with program teams.
The ideal candidate should be organized, proactive, comfortable working in field locations, and capable of independently handling multiple administrative and operational activities.
Key Responsibilities
1. Center & Facility Management
- Ensure smooth day-to-day functioning of the assigned center/office.
- Manage office infrastructure, furniture, equipment, electricity, internet, housekeeping, security, and maintenance.
- Coordinate repairs, servicing, and preventive maintenance.
- Maintain proper records of assets and facilities.
- Ensure cleanliness, safety, accessibility, and basic compliance at the center.
2. Procurement & Vendor Management
- Collect requirements from program and support teams.
- Obtain quotations and coordinate procurement as per organizational procedures.
- Coordinate with vendors for supplies, services, repairs, and maintenance.
- Maintain vendor records, quotations, purchase documents, invoices, and payment-related documents.
- Track pending orders and ensure timely delivery of materials.
3. Inventory & Asset Management
- Maintain records of office supplies, equipment, furniture, and other organizational assets.
- Conduct periodic physical verification of inventory and assets.
- Maintain stock registers and issue/return records.
- Report damaged, missing, or obsolete assets to the reporting manager.
- Ensure proper tagging and documentation of organizational assets.
4. Travel & Logistics
- Coordinate travel, accommodation, local transportation, and logistics for staff and visitors.
- Support field visits, meetings, training programs, workshops, and organizational events.
- Coordinate guest house/hotel bookings and maintain related records.
- Support vehicle management, including servicing, fuel records, insurance, documentation, and logbooks.
5. Administrative Coordination
- Maintain administrative files, registers, agreements, bills, and supporting documents.
- Coordinate with HR, Finance, Program, and other departments for operational requirements.
- Support onboarding arrangements for new employees and interns, including workspace, equipment, ID cards, and other requirements.
- Coordinate routine office communications and follow-ups.
6. Finance & Documentation Support
- Collect and verify vendor invoices and supporting documents.
- Coordinate with the Finance team for timely processing of approved bills and payments.
- Maintain records of advances, petty cash, expenses, and administrative purchases as applicable.
- Ensure all administrative expenses are supported by appropriate documentation.
7. Events & Program Support
- Provide operational support for training programs, community events, workshops, meetings, and awareness activities.
- Arrange venues, seating, equipment, refreshments, transportation, printing, and other logistics.
- Coordinate with internal teams and external service providers to ensure smooth execution.
8. Compliance & Safety
- Ensure basic administrative and safety procedures are followed at the center.
- Maintain records related to licenses, AMC/service agreements, insurance, fire safety, equipment servicing, and other operational requirements.
- Escalate safety, security, infrastructure, or compliance issues promptly.
9. Field & Center Coordination
- Coordinate regularly with UP centers and field teams regarding operational requirements.
- Conduct periodic visits to centers to assess administrative and facility requirements.
- Follow up on pending operational issues and ensure timely closure.
- Support the State/Program Lead in implementing operational systems and processes.
Required Qualifications
- Graduate degree in Business Administration, Management, Operations, Commerce, or a related field.
- 2–4 years of experience in administration, operations, facility management, procurement, logistics, or a similar role.
- Experience working with NGOs, social-sector organizations, education/healthcare institutions, or multi-location organizations will be an advantage.
- Good working knowledge of MS Excel, Word, Google Workspace, and basic documentation systems.
- Fluency in Hindi and English.
- Willingness to travel between centers and field locations in Uttar Pradesh.
Key Skills
- Administration & Operations Management
- Procurement & Vendor Coordination
- Inventory & Asset Management
- Travel & Logistics Management
- Facility Management
- Documentation & Record Keeping
- Basic Budget & Expense Tracking
- MS Excel / Google Sheets
- Communication & Coordination
- Problem-solving and follow-up
- Ability to work independently in field locations
Preferred Candidate Profile
- Strong organizational and follow-up skills.
- Practical, proactive, and solution-oriented approach.
- Able to manage multiple tasks and deadlines simultaneously.
- Comfortable coordinating with vendors, employees, field teams, and external stakeholders.
- Willing to travel to Balrampur, Siddharthnagar, Bhinga, and other UP locations as required.
- Sensitivity towards persons with disabilities and an understanding of inclusive workplaces is preferred.
Key Performance Indicators (KPIs)
- Timely closure of administrative and operational requirements.
- Effective management of center facilities and assets.
- Timely procurement and vendor coordination.
- Accuracy of inventory and asset records.
- Timely completion of travel and event arrangements.
- Proper maintenance of administrative documentation.
- Cost-effective procurement and operational spending.
- Timely resolution of center-level operational issues.
Application Question(s):
- What is your current / last salary?
Work Location: In person
