Job Description – Office Administration Executive Company: Decon Infratech Location: Okhla Industrial Area Phase-1, New Delhi Department: Administration Reporting To: Director / HR & Administration Head Employment Type: Full-Time Job Summary Decon Infratech is looking for a responsible and organised Office Administration Executive to manage day-to-day office operations, documentation, staff coordination, vendor follow-ups and administrative support. The candidate must be disciplined, computer-proficient and capable of independently handling routine office responsibilities. This is not merely a receptionist role. The person will be responsible for ensuring that office administration, records and internal coordination remain properly organised. Key Responsibilities Office Administration - Manage daily office operations and ensure smooth functioning of the office. - Maintain office cleanliness, discipline, seating arrangements and basic facilities. - Monitor stationery, pantry items, printing material and other office supplies. - Coordinate with housekeeping, security, repair and maintenance vendors. - Maintain records of office assets such as computers, printers, furniture, mobile phones and equipment. - Coordinate courier, dispatch, inward and outward documents. - Attend incoming office calls and direct them to the relevant team member. Documentation and Record Management - Maintain physical and digital records of company documents. - Organise project files, quotations, purchase orders, work orders, agreements and correspondence. - Maintain records of licences, registrations, insurance policies, certificates and renewal dates. - Assist in preparing letters, reports, meeting notes and standard company documents. - Ensure documents are properly named, scanned, filed and easily retrievable. - Maintain confidentiality of company, employee and commercial information. Staff and HR Coordination - Maintain employee attendance, leave and movement records. - Coordinate joining documentation and employee file preparation. - Collect employee KYC, bank details, educational documents and employment records. - Coordinate staff meetings, interviews and internal appointments. - Assist HR with recruitment calls, interview scheduling and candidate follow-ups. - Coordinate with project sites for attendance, manpower records and required documents. - Track employee uniforms, identity cards, safety equipment and company-issued assets. Vendor and Purchase Coordination - Obtain quotations for office-related purchases and services. - Coordinate with suppliers and vendors for timely delivery. - Maintain records of purchase requests, bills and delivery challans. - Verify received material against the approved requirement. - Follow up with vendors for pending documents, invoices and service completion. - Coordinate with the accounts department for payment documentation without independently approving payments. Travel and Meeting Coordination - Arrange local travel, hotel bookings and meeting schedules when required. - Coordinate client and vendor meetings at the office. - Maintain the Director’s meeting calendar when assigned. - Prepare the conference room and required documents before meetings. - Record action points and follow up with concerned employees. Compliance and General Support - Track due dates for registrations, licences, AMC contracts and statutory documents. - Coordinate with consultants for submission of required administrative documents. - Support management during audits, inspections and client documentation requirements. - Perform other reasonable administrative duties assigned by management. Required Qualifications - Graduate in any discipline. - Minimum 3 years of experience in office administration, preferably in a construction, engineering, manufacturing or project-based company. - Good working knowledge of Microsoft Word, Excel, email and Google Drive. - Ability to prepare letters, maintain spreadsheets and organise digital records. - Good communication skills in Hindi and English. - Strong follow-up, coordination and record-keeping abilities. - Ability to handle confidential information responsibly. Preferred Skills - Experience coordinating with construction sites and project teams. - Basic knowledge of HR documentation and employee attendance. - Familiarity with purchase orders, invoices, delivery challans and vendor records. - Knowledge of GST, PF, ESIC, GeM, ISO or tender documentation will be an advantage. - Ability to work independently without continuous supervision. Key Performance Indicators Performance will be evaluated based on: - Accuracy and completeness of company records. - Timely completion of assigned administrative work. - Proper tracking of renewals, documents and pending actions. - Office discipline and availability of required supplies. - Timely vendor and employee follow-ups. - Quality of documentation and filing. - Reduction in missed deadlines and misplaced documents. - Responsiveness to management and project-team requirements. Candidate Profile The ideal candidate should be organised, punctual, dependable and firm in follow-ups. The person must take ownership of work instead of waiting for repeated instructions. Candidates who frequently change jobs, lack basic computer knowledge or are uncomfortable maintaining detailed records may not be suitable for this position.
Pay: ₹15,000.00 - ₹20,000.00 per month
Benefits:
- Cell phone reimbursement
- Internet reimbursement
Work Location: In person
