Job Summary
We are looking for an experienced Admin & Facility Executive with 4–6 years of relevant experience to manage office administration, facility operations, vendor coordination, asset management, and employee support services. The ideal candidate should ensure smooth day-to-day office functioning while maintaining a safe, efficient, and well-managed workplace environment.
Key Responsibilities
Administration Management
-
Manage daily office administration activities and ensure smooth operations.
- Handle office maintenance, housekeeping, pantry, stationery, courier, and travel coordination.
- Maintain office supplies inventory and ensure timely procurement.
- Coordinate with internal teams for administrative support requirements.
- Monitor office expenses and maintain admin-related records and MIS reports.
- Support employee onboarding arrangements including workstation setup and access coordination.
Facility Management
-
Supervise facility operations including electrical, HVAC, plumbing, security, and maintenance activities.
- Coordinate with landlords, building management, and external vendors for facility-related issues.
- Ensure preventive maintenance schedules are followed for office equipment and infrastructure.
- Manage AMCs (Annual Maintenance Contracts) and vendor service agreements.
- Ensure workplace health & safety standards are maintained.
- Handle emergency situations and coordinate resolution with relevant stakeholders.
Vendor & Asset Management
-
Identify and manage vendors for facility and admin services.
- Negotiate contracts, monitor vendor performance, and ensure SLA compliance.
- Maintain records of office assets, inventory, and fixed assets movement.
- Track asset allocation and coordinate periodic audits.
Compliance & Support
-
Ensure statutory and safety compliance related to office facilities.
- Support audits by providing required admin and facility documents.
- Coordinate and support ISO, ISMS, and Sedex audit activities; prior experience in handling audit requirements and documentation will be an added advantage.
- Maintain access cards, seating plans, parking allocation, and visitor management systems.
- Assist HR/Admin leadership in employee engagement and office events coordination.
Required Skills
-
Strong knowledge of office administration and facility operations.
- Vendor management and negotiation skills.
- Good communication and interpersonal abilities.
- Problem-solving and multitasking capability.
- Proficiency in MS Office (Excel, Word, PowerPoint).
- Knowledge of workplace safety and facility compliance standards.
