Admin & Facility Operations Executive

Role Summary

Responsible for the smooth day-to-day administration of the office and manufacturing facility, including attendance, vendor bills, routine financial records, facility maintenance, procurement support, documentation, logistics and coordination with management, accounts, manufacturing teams and external service providers.

Key Responsibilities

1. Administration & Facility Operations

• Ensure smooth day-to-day functioning of the office and manufacturing facility.
• Coordinate housekeeping, security, utilities, internet, power backup, repairs, maintenance and AMC/service visits.
• Track facility issues to closure and maintain operational readiness, cleanliness and common workplace resources.
• Support basic workplace safety, access control and facility-related compliance activities.

2. Bills, Vendors & Payment Coordination

• Collect invoices, bills and supporting documents from vendors and service providers.
• Perform basic verification, obtain internal approvals and coordinate approved payments with accounts/finance.
• Maintain bill, payment and vendor trackers; follow up on pending invoices, receipts and supporting records.
• Maintain vendor details, quotations, service records and relevant agreements.

3. Attendance & Employee Administration

• Maintain attendance, leave, late-arrival and related monthly employee records.
• Prepare monthly attendance inputs required for payroll processing.
• Support onboarding, ID/access arrangements, asset handover and exit formalities.
• Maintain basic employee administrative records and coordinate routine staff requirements.

4. Basic Finance & Accounts Support

• Maintain petty cash, expense vouchers, reimbursement records and supporting documents.
• Maintain simple expense and payment trackers using Excel or equivalent tools.
• Coordinate with the CA/accounts team for invoices, GST-related documents and routine financial documentation.
• Organise records required for audits/reviews and escalate discrepancies, overdue payments or missing documents.

5. Procurement, Stores & Logistics Support

• Coordinate routine procurement of office supplies, production consumables, packaging and maintenance items.
• Obtain quotations, follow up with vendors and maintain purchase, delivery and receipt records.
• Support courier, dispatch, inward/outward material movement and basic logistics coordination.
• Coordinate with manufacturing/stores teams to avoid disruption due to administrative or facility requirements.

6. Manufacturing Facility Support

• Ensure utilities, consumables and common facility resources required by manufacturing are available.
• Coordinate maintenance/service requirements affecting production continuity.
• Support vendor/technician access, inspections, audits, customer visits and certification-related activities.
• Maintain facility maintenance, service-visit and recurring operational-issue records.

7. Documentation & General Coordination

• Maintain organised physical and digital records of bills, invoices, vendors, attendance and maintenance activities.
• Coordinate meetings, visitors, travel, local transport and routine office requirements when needed.
• Act as an administrative coordination point between employees, management, vendors, service providers and accounts.
• Follow up routine administrative actions and ensure timely closure.

Candidate Profile

• Graduate in B.Com, BBA, B.A. or another relevant discipline.
• 25 years of experience in administration, facility operations, office coordination or a similar role.
• Comfortable with MS Excel / Google Sheets, email, digital documentation and basic record keeping.
• Basic understanding of invoices, petty cash, reimbursements and routine accounts documentation.
• Strong coordination, follow-up and organisational skills with attention to detail.
• Ability to work independently in a fast-moving startup environment and handle multiple operational priorities.

Preferred

• Experience in manufacturing, medical devices, electronics, laboratory operations, startups or small industrial organisations.
• Working knowledge of Tally, Zoho Books or similar accounting software.
• Experience coordinating vendors, facility maintenance, procurement, dispatch or production-support administration.
• Exposure to audit, compliance or certification-related documentation will be an added advantage.
• Women candidates with admin and accounts experience.

Role Boundary

The role supports routine finance and accounting activities but does not independently own statutory accounting, GST filing, taxation or final payroll computation unless specifically assigned.