Job Summary
We are looking for a proactive, organized, and responsible Admin Executive to manage the company's day-to-day administrative operations. The ideal candidate will coordinate with vendors, supervise housekeeping and office maintenance, manage external office-related work, support new office setup activities, and ensure smooth functioning of all administrative processes.
Key Roles & Responsibilities
1. Office Administration
· Manage the daily administrative activities of the office.
· Ensure smooth functioning of office operations.
· Maintain office discipline and cleanliness.
· Coordinate with all departments for administrative support.
· Maintain administrative records, registers, and documentation.
2. Vendor Coordination
· Identify and coordinate with vendors for office requirements.
· Obtain quotations and negotiate pricing.
· Follow up on deliveries and service schedules.
· Monitor vendor performance and service quality.
· Ensure timely invoice collection and submission to Accounts.
· Maintain vendor database and agreements.
3. External Office Work
· Handle all outside office activities.
· Coordinate with government departments whenever required.
· Visit banks for administrative work.
· Coordinate courier, logistics, and parcel dispatch.
· Handle office purchases and procurement.
· Support statutory and utility-related works.
4. New Office Setup
· Coordinate complete office setup activities.
· Arrange furniture, workstations, and office equipment.
· Coordinate electrical, internet, CCTV, and telephone installations.
· Supervise branding, signage, and interior works.
· Ensure office readiness before occupancy.
· Coordinate with contractors and service providers.
5. Housekeeping Management
· Supervise housekeeping staff.
· Maintain office hygiene and cleanliness.
· Ensure pantry management.
· Monitor housekeeping schedules.
· Maintain washrooms, meeting rooms, and common areas.
· Ensure adequate stock of cleaning materials and pantry supplies.
6. Asset Management
· Maintain inventory of office assets.
· Track laptops, desktops, printers, furniture, and accessories.
· Coordinate repairs and preventive maintenance.
· Maintain asset issue and return records.
7. Procurement & Inventory
· Purchase office stationery and consumables.
· Maintain stock registers.
· Avoid shortages by planning inventory.
· Coordinate with suppliers for timely replenishment.
8. Facility Management
· Coordinate maintenance of electrical, plumbing, HVAC, and office infrastructure.
· Arrange AMC services for office equipment.
· Ensure uninterrupted utility services.
· Handle emergency maintenance issues promptly.
9. Travel & Logistics
· Arrange travel bookings for employees.
· Coordinate hotel accommodations.
· Manage local transportation.
· Coordinate vehicle servicing and fuel records if company vehicles are available.
10. Documentation
· Maintain vendor agreements.
· Maintain office licenses and administrative files.
· Keep digital and physical records updated.
· Prepare monthly administration reports.
11. Employee Support
· Provide administrative support to employees.
· Coordinate seating arrangements.
· Issue ID cards and access cards where applicable.
· Arrange meeting rooms and office events.
12. Budget Control
· Track monthly administrative expenses.
· Compare vendor quotations.
· Optimize operational costs.
· Submit expense reports to management.
13. Compliance
· Ensure compliance with company administrative policies.
· Maintain safety standards within the office.
· Coordinate fire safety and emergency preparedness activities.
· Ensure statutory compliance related to office administration.
Required Skills
· Excellent communication and coordination skills.
· Strong vendor management abilities.
· Good negotiation skills.
· Knowledge of procurement processes.
· Ability to multitask and prioritize work.
· Strong documentation and reporting skills.
· Good knowledge of Microsoft Excel, Word, and Outlook.
· Problem-solving and decision-making skills.
· Time management and organizational abilities.
Educational Qualification
· Bachelor's Degree in Business Administration, Commerce, or any relevant discipline.
Preferred Skills
· Experience in office setup projects.
· Facility and housekeeping management experience.
· Knowledge of vendor contracts and procurement.
· Experience handling multiple office locations is an added advantage.
Key Performance Indicators (KPIs)
· Timely completion of external office work.
· Effective vendor coordination and cost optimization.
· Office cleanliness and housekeeping standards.
· Timely completion of office setup activities.
· Zero disruption to office operations.
· Timely procurement and inventory availability.
· Proper maintenance of office assets.
· Employee satisfaction with administrative support.
· Compliance with administrative policies and safety standards.
Working Conditions
· Primarily office-based with frequent outdoor visits.
· Local travel for vendor meetings, procurement, banking, and government office work.
· Ability to work under deadlines and manage multiple priorities.
Pay: ₹22,610.73 - ₹25,541.54 per month
Work Location: In person
