We are looking for an efficient, honest, and highly detail-oriented Admin Executive who will be responsible for organizing, coordinating, and executing daily admin operations and accounting procedures to ensure total organizational effectiveness.
This role balances intensive workplace administrative support (~80%) with inventory/vendor management (~10%) and executive project backing (~10%).
The ideal candidate will act as a trustworthy custodian of office assets, petty cash, financial records, and campus facilities.
Key Responsibilities
1. Employee Workplace & Facility Support (~80% of Role)
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Onboarding & Offboarding Lifecycle: Coordinate the end-to-end physical onboarding and offboarding processes. Manage the generation and distribution of Employee ID Cards, workspace allocation, and absolute Admin Clearance protocols during employee exits.
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Helpdesk: Manage the administrative helpdesk, swiftly resolving day-to-day employee queries related to workspace comfort and corporate amenities.
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Facilities & Floor Support: Conduct rigorous daily floor walks to ensure infrastructure uptime, cleanliness, and functional order across all engineering floors.
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EPF exits: Seamlessly facilitate administrative clearance for EPF exits for exited employees
2. Administration, Data Entry & Expense Tracking
- Reimbursements: Process and validate Non-CTC reimbursement requests from employees, verifying bills against company policies before routing for approval.
- Accurate Record Keeping: Maintain and update operational, administrative, and financial records, including invoices, POs, vendor payments, and employee expense data.
- Cash & Credit Trackers: Take absolute ownership of Petty Cash management, maintaining an error-free balance sheet for immediate office expenses. Closely monitor and update corporate Credit Card Trackers for executive expenditures.
3. Corporate Travel, Procurement, and Event Logistics
- Employee Travel Booking: Manage travel bookings for employees, including flights, trains, hotel accommodations, and local transits, ensuring adherence to corporate travel policies and budget guidelines.
- Material Procurement: Handle the sourcing, vendor negotiations, and procurement of all event-related materials, promotional items, and props.
- Infrastructure Setup: Manage physical on-site configurations, including seating layouts, stage setups, chairs, and required audio-visual/event props.
4. Inventory & Vendor Management (~10% of Role)
- Asset Tracking & Registry: Take full ownership of corporate Asset Tracking, logging hardware, office fixtures, and equipment assignments to prevent leakage or loss.
- Inventory Management: Liaise directly with housekeeping and facility vendors to maintain optimal stocks of office stationery, pantry items, and cafeteria inventory. Track threshold stock levels and share proactive updates to prevent stock outs.
- Vendor Payments: Ensure all vendor and supplier bills are cleared before due dates by prepping and dispatching checks on time.
- Contract Renewals: Constantly track, review, and flag contract renewal timelines for all active third-party vendors.
5. Executive Support (~10% of Role)
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Special Assignments: Assist the management team and company executives with ad-hoc request, administrative scheduling, and confidential business assignments as required.
Qualifications & Experience
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Education: Bachelor’s degree in Business Administration (BBA), Commerce (B.Com), Hospitality Management, or a related field.
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Experience: 3 to 5 years of clear corporate office experience handling combined administrative.
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Target Profile: Candidates possessing high integrity, honesty, and prior experience managing large facility populations (500+ employees) within IT companies or engineering centers are strongly preference.
Job Location:
A3, Sector 145, Noida, UP 201 301 (Next to Aqua Metro line)
This is an in-office role at our Noida campus. While we welcome applicants from across the NCR, the nature of the work requires close collaboration and quick turnarounds. For this reason, candidates based in Noida or Greater Noida are best suited. Commuting from Delhi or Gurgaon is not recommended for this role.
Work Schedule:
This is a full-time, in-office role based at our Noida campus and follows a 6-day work week (Monday to Saturday). The role requires regular on-site presence to effectively support employees, manage workplace concerns, and collaborate closely with business and engineering leaders.
Learn More About MAQ Software
We encourage interested candidates to explore the resources below to gain a better understanding of MAQ Software's culture, values, and growth journey.
Company Culture & Leadership
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Founder's Mentality by Bain & Company: http://www.bain.com/publications/business-insights/founders-mentality.aspx
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What I Did Not Learn in B School and What I Did Not Learn at IIT by Rajeev Agarwal, Founder and Managing Consultant. These books provide insights into the principles, mindset, and culture that drive our success.
Our Growth Journey
Discover how MAQ Software has achieved sustained, consistent, and organic growth while delivering measurable business impact for global clients: https://news.maqsoftware.com/2025/08/for-12th-time-inc-magazine-recognizes.html
Employee Stories & Career Opportunities
Hear directly from our team members about their experiences, learning opportunities, and career growth at MAQ Software:
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https://youtu.be/uTD2kI9gMbs
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https://youtu.be/2NoUtbYB7so
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https://youtu.be/n05XdyoCPfM
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https://youtu.be/bk1vbEl4ep8
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https://youtu.be/LpL8u6hDMjE
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https://youtu.be/Ruh_xpYgsxI
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https://youtu.be/ASCs4nWk4zQ
Join a team that values innovation, continuous learning, ownership, and excellence while working on impactful technology solutions for global organizations.
Our Social Impact
- India Academy: Enabling 200,000+ government school students to achieve their potential https://www.excellence.foundation
- India Eye Hospital, Greater Noida: 210 Cr investment to eliminate needless blindness https://www.IndiaEye.in
