Job Summary
We are seeking a proactive and detail-oriented Sr. Executive – Administration to oversee day-to-day administrative operations and ensure the smooth functioning of office facilities. The ideal candidate should have experience in facility management, vendor coordination, budgeting, compliance, procurement, MIS reporting, and employee support activities.
Key Responsibilities Facility Management
- Manage office facilities including security, housekeeping, cafeteria, and building maintenance services.
- Coordinate Planned Preventive Maintenance (PPM) activities for HVAC systems, DG sets, CCTV, power backup systems, air compressors, and security infrastructure.
- Ensure workplace safety, cleanliness, and operational efficiency.
Vendor Management
- Identify, negotiate, and manage contracts with service providers and vendors.
- Monitor service agreements and vendor performance.
- Process vendor invoices and follow up for timely payments.
Procurement & Inventory Management
- Manage procurement of office supplies, stationery, pantry items, and administrative equipment.
- Monitor inventory levels and ensure uninterrupted availability of resources.
- Maintain records of assets and consumables.
Front Office & Employee Support
- Welcome visitors and manage front desk operations professionally.
- Handle incoming calls, emails, courier management, and visitor records.
- Coordinate meeting room bookings and travel arrangements, including flight, train, hotel, and cab reservations.
- Support employee onboarding activities, including access cards, workstation allocation, and administrative arrangements.
Corporate Administration & Compliance
- Manage General Affairs and Administrative functions.
- Ensure compliance with statutory and regulatory requirements related to office administration.
- Coordinate with government authorities and service providers as required.
MIS & Documentation
- Prepare and maintain administrative MIS reports, operational dashboards, and records.
- Manage data entry, documentation, filing systems, and record keeping.
- Track administrative expenses and prepare periodic reports.
Budgeting & Cost Control
- Prepare and monitor monthly and annual CAPEX and OPEX budgets.
- Track expenses and identify opportunities for cost optimization.
- Monitor and ensure timely payment of utility bills, including electricity (MSEDCL), water charges, property tax, and other statutory payments.
Asset Management
- Maintain records of IT and office assets.
- Coordinate issuance and tracking of laptops, desktops, access cards, and other company assets.
Event Coordination
- Coordinate internal events, employee engagement activities, and company programs.
- Liaise with HR, vendors, and stakeholders for successful event execution.
Required Skills
- Strong knowledge of Facility & Administration Management.
- Vendor management and contract negotiation skills.
- Budgeting and cost control experience.
- Excellent communication and coordination abilities.
- Proficiency in MS Office, especially Advanced Excel (VLOOKUP, Pivot Tables, MIS Reporting).
- Knowledge of administrative compliance and documentation.
- Experience in travel management and office operations.
Preferred Skills
- Exposure to facility maintenance systems and infrastructure management.
- Understanding of HVAC, DG Sets, CCTV, Security Systems, and Building Maintenance.
- Ability to handle multiple priorities in a fast-paced environment.
Pay: ₹300,000.00 - ₹500,000.00 per year
Benefits:
- Health insurance
- Provident Fund
Work Location: In person
