Admin Executive

The Admin Executive is responsible for ensuring the smooth day-to-day administrative operations of the office. The role includes managing office facilities, vendor coordination, asset management, travel arrangements, housekeeping, security, statutory compliance related to administration, and providing administrative support to employees and management.

The candidate will have responsibilities across the following functions:

Office Administration:

• Ensure smooth day-to-day office operations.
• Manage office supplies, stationery, pantry, and consumables.
• Maintain office records, files, and administrative documentation.
• Coordinate meeting room bookings and office events.

Vendor Management:

• Identify, onboard, and manage vendors.
• Negotiate contracts and service agreements.
• Process vendor invoices and ensure timely payments.
• Monitor vendor performance and SLA compliance.

Facility Management:

• Oversee housekeeping, security, cafeteria, and transport services.
• Ensure office infrastructure is well maintained.
• Coordinate repair and maintenance activities.
• Manage seating arrangements and office space utilisation.

Asset Management:

• Maintain inventory of office assets.
• Coordinate asset allocation and return during onboarding and exit.
• Track AMC and warranty records.
• Conduct periodic asset audits.

Travel and Logistics:

• Arrange domestic and international travel bookings.
• Coordinate hotel accommodations and local transportation.
• Support logistics for visitors and company events.

Compliance and Safety:

• Ensure compliance with office safety guidelines.
• Coordinate fire safety drills and emergency preparedness.
• Support statutory compliance related to facilities and administration.

Budget and Cost Control:

• Monitor administrative expenses.
• Prepare monthly expense reports.
• Identify cost optimisation opportunities.

Employee Support:

• Provide administrative support to employees.
• Coordinate employee engagement activities and office celebrations.
• Address day-to-day administration-related queries.

Requirements:

• Bachelor's degree in any discipline.
• 3-6 years of experience in Administration or Facilities Management.
• Experience in a corporate/MNC environment is preferred.

Required Skills:

• Vendor Management
• Facility Management
• Office Administration
• Asset Management
• Travel Coordination
• Budget Management
• Inventory Control
• MS Office (Excel, Word, PowerPoint)
• Communication & Interpersonal Skills
• Problem Solving and Time Management

Preferred Experience:

• Managing housekeeping, security, cafeteria, and transport operations.
• Handling purchase orders, invoices, and vendor payments.
• Coordinating office events and employee engagement activities.
• Working with ERP or procurement systems is an added advantage.