Job Title: Executive – Admin & Facilities
Department: Admin & Facilities
Position Overview
The Executive – Admin & Facilities is responsible for executing day-to-day administrative and facility-related activities to ensure the smooth functioning of myG India Pvt. Ltd.'s offices, retail stores, warehouses, and other operational locations. The role focuses on providing administrative support, coordinating vendors, maintaining documentation, verifying invoices, and assisting in facility operations while ensuring compliance with company procedures.
The incumbent will support the Manager – Admin & Facilities by executing assigned responsibilities, coordinating with internal departments and external service providers, and ensuring timely completion of administrative tasks. The role also provides administrative support for new store openings, accommodation arrangements, and documentation activities to facilitate seamless business operations.
Key Responsibilities
1. General Administration
- Execute day-to-day administrative activities across assigned locations.
- Ensure availability of office supplies, stationery, and administrative consumables.
- Support implementation of administrative policies, procedures, and SOPs.
- Attend and resolve routine administrative requests from internal departments.
- Submit periodic activity updates to the Manager – Admin & Facilities.
2. Facility Management
- Coordinate routine maintenance activities for offices, stores, warehouses, and other company facilities.
- Follow up with maintenance vendors to ensure timely completion of assigned work.
- Report infrastructure and facility issues and coordinate corrective actions.
- Assist in maintaining a safe, functional, and organized workplace.
3. Housekeeping Coordination
- Coordinate housekeeping activities across assigned locations.
- Ensure cleanliness and hygiene standards are maintained.
- Monitor housekeeping vendors and report service-related issues.
- Conduct occasional site visits whenever required to verify service quality.
4. Security Coordination
- Coordinate with security agencies for day-to-day security requirements.
- Support visitor management and access control activities.
- Report security-related observations and coordinate corrective actions.
5. Waste Management
- Coordinate waste collection, segregation, and disposal activities.
- Ensure compliance with company standards for workplace cleanliness.
- Support environmentally responsible waste management practices.
6. Air Freshener & Workplace Ambience
- Coordinate installation, replenishment, and maintenance of air freshener systems.
- Ensure workplace ambience is maintained across assigned facilities.
7. Hotel Accommodation Coordination
- Arrange hotel accommodations for employees, management, consultants, vendors, and guests during official travel.
- Coordinate bookings, confirmations, and billing with hotels.
- Ensure accommodation arrangements are completed within approved budgets.
8. Parking Management
- Coordinate parking arrangements for offices, company events, and new store inaugurations.
- Support smooth vehicle movement and parking allocation wherever applicable.
9. New Store Inauguration Support
- Coordinate administrative activities for new store openings and inaugurations.
- Arrange accommodation and other administrative logistics required for new store launches.
- Coordinate with internal departments and vendors to ensure administrative readiness before inauguration.
10. Procurement Support
- Coordinate procurement of administrative materials, office supplies, housekeeping consumables, and facility-related items.
- Obtain quotations and coordinate with approved vendors.
- Ensure timely procurement and delivery of required materials.
11. Vendor Coordination
- Coordinate with vendors providing housekeeping, maintenance, security, accommodation, and other administrative services.
- Follow up for timely completion of assigned work.
- Assist in vendor negotiations and monitor service quality.
12. Invoice Verification & Documentation
- Verify vendor invoices against purchase orders, work completion reports, and supporting documents before submission for payment processing.
- Ensure all invoices are accurate, properly approved, and comply with company procedures.
- Maintain vendor agreements, invoices, purchase records, quotations, approvals, and administrative documentation.
- Prepare and maintain administrative MIS, records, and reports.
- Ensure proper filing and document management for audits and future reference.
Qualifications
- Educational Qualification
- Bachelor's Degree or Diploma in any discipline.
- Experience
- Minimum 2–4 years of experience in Administration, Facilities, Office Administration, or Corporate Services.
- Experience in retail, multi-location organizations, or facility administration will be preferred.
Technical Skills
- Good working knowledge of MS Office (Excel, Word, PowerPoint).
- Experience in invoice verification, documentation, and administrative reporting.
- Basic understanding of procurement processes and vendor coordination.
Behavioral Skills
- Good people handling and coordination skills.
- Strong vendor handling and relationship management abilities.
- Knowledge of procurement and general administration.
- Basic understanding of housekeeping and facility operations.
- Good communication, documentation, and organizational skills.
- Ability to manage multiple assignments and work within timelines.
Work Location: In person
