Opportunity Summary
This role is primarily responsible for ensuring seamless administrative operations and an efficient workplace environment at Biltrax. The incumbent will act as the central point of coordination for all office infrastructure, vendor management, and day-to-day facility requirements, while also supporting core HR processes.
The ideal candidate is highly proactive, detail-oriented, and action-driven, with a strong ability to anticipate issues, take ownership, and drive closures without constant supervision.
Role Overview
Administration Executive – Facilities & HR Operations will lead end-to-end office administration, ensuring a well-maintained, fully functional, and employee-friendly workspace. This includes facility management, vendor coordination, cost control, and issue resolution across all administrative areas.
Additionally, the role will provide structured support to HR operations such as recruitment coordination, employee records, and HRMS management.
Key ResponsibilitiesA. Administration & Facilities Management
1. Office Operations Management
- Ensure smooth day-to-day functioning of the office environment.
- Take complete ownership of workplace upkeep, hygiene, and operational readiness.
- Maintain and manage structured administrative records, including salary sheets and payroll-related data, ensuring high accuracy and confidentiality.
- Demonstrate strong proficiency in advanced Excel and numerical calculations for preparing, validating, and reconciling salary data and related reports.
2. Proactive Issue Identification & Resolution
- Actively monitor and address office-related concerns such as:
- Water supply disruptions
- Washroom maintenance and hygiene
- Air conditioning servicing and breakdowns
- Electrical, housekeeping, and pantry issues
- Demonstrate high responsiveness in resolving both reported and unreported issues.
3. Vendor Management & Negotiation
- Manage end-to-end relationships with facility vendors (housekeeping, security, maintenance, etc.).
- Negotiate contracts, pricing, and service terms to ensure cost efficiency.
- Track vendor performance and ensure service-level adherence.
4. Stakeholder Coordination & Follow-ups
- Coordinate with internal teams and management for administrative requirements.
- Take strong follow-ups across hierarchy levels to ensure timely action and closure.
- Escalate issues appropriately when required.
5. Facilities & Infrastructure Oversight
- Liaise with building management for infrastructure-related concerns.
- Ensure timely servicing, repairs, and preventive maintenance of office equipment and facilities.
6. Budgeting & Cost Control
- Track administrative expenses and ensure cost optimization.
- Maintain records of vendor invoices, contracts, and payments.
7. Event & Office Coordination
- Organize internal events, meetings, and office activities.
- Manage logistics, vendors, and execution seamlessly.
8. Administrative Documentation & Record Keeping
- Maintain records related to vendors, facilities, and administrative operations.
- Ensure proper documentation, tracking, and compliance.
B. HR Operations Support (Primary Focus)1. Recruitment Coordination
- Assist in scheduling interviews and coordinating with candidates and hiring managers.
- Support onboarding processes for new employees.
2. HRMS & Employee Data Management
- Maintain and update employee records in HRMS, preferably Keka.
- Ensure data accuracy and timely updates.
3. HR Reporting & MIS
- Generate HR and administrative reports using advanced Excel.
- Maintain dashboards and track key metrics.
4. Employee Support
- Act as a point of contact for basic employee queries related to HR and admin.
- Support engagement activities and internal communication.
Key Skills & Competencies
- High Proactiveness & Ownership: Takes initiative and resolves issues without waiting for direction.
- Advanced Excel Skills: Strong capability in reporting, data analysis, and MIS.
- HRMS Knowledge: Experience with HR systems, preferably Keka.
- Vendor Management & Negotiation: Strong commercial and negotiation skills.
- Follow-up & Execution Excellence: Ability to drive tasks to closure across teams.
- Problem-Solving Mindset: Quick, practical, and solution-oriented approach.
- Attention to Detail: High accuracy in execution and documentation.
- Communication Skills: Clear and effective coordination across stakeholders.
- Adaptability: Comfortable handling dynamic and unstructured situations.
Qualifications
- Bachelor’s degree in any discipline (HR/Business Administration preferred)
- MBA/PGDM in HR or Operations is an added advantage
Experience
- 1–2 years of experience in Administration / Facilities / HR Operations
Pay: ₹25,000.00 - ₹32,000.00 per month
Work Location: In person
