Admin Executive

Job Description - Admin Executive

Designation: Admin Executive
Department: Administration / HR & Administration
Reporting To: HR Manager / Admin Manager / Management
Location: Bommasandra, Bangalore
Experience: 2-5 Years
Qualification: Any Graduate; MBA/PG Diploma in HR or Administration will be an added advantage.

1. Job Purpose

The Admin Executive will be responsible for managing and coordinating day-to-day administrative activities, front office operations, visitor management, employee travel, hotel bookings, facilities, vendors, office supplies, documentation and other administrative requirements.

The role requires strong coordination and follow-up skills to ensure smooth and efficient functioning of the workplace and provide timely administrative support to employees, management, customers and business visitors.

2. Key ResponsibilitiesA. Visitor & Front Office Management

• Manage the reception/front office and ensure a professional and welcoming environment.
• Receive and welcome customers, vendors, consultants, auditors and other visitors.
• Coordinate visitor appointments with the concerned employees/departments.
• Maintain the Visitor Register / Visitor Management System.
• Issue visitor passes/access cards as per company security procedures.
• Coordinate with Security for visitor entry and exit.
• Ensure visitors are guided to the appropriate meeting area.
• Arrange refreshments, seating and other hospitality requirements for important visitors.
• Maintain records of visitor movement and business visits.
• Coordinate customer/management visits and ensure all required arrangements are completed.

B. Travel Booking & Travel Desk Management

• Handle domestic and international travel arrangements for employees and management, as applicable.
• Book flight, train and bus tickets based on approved travel requirements.
• Coordinate local transportation, airport transfers and cab arrangements.
• Prepare and share complete travel itineraries with employees.
• Coordinate with travel agencies, airlines, travel portals and transportation vendors.
• Handle ticket cancellation, rescheduling, modifications and refunds.
• Support employees during urgent or last-minute travel requirements.
• Maintain proper records of travel bookings, tickets, invoices and travel-related documents.
• Ensure travel arrangements are made within approved company policies and budgets.
• Coordinate travel advances and travel expense documentation with HR/Accounts.

C. Hotel & Accommodation Bookings

• Arrange hotel bookings for employees, management, customers, consultants and business visitors.
• Coordinate check-in/check-out requirements with hotels.
• Obtain quotations and compare hotel rates before booking, wherever required.
• Coordinate with hotels regarding room availability, room type, meal plans and billing instructions.
• Share hotel confirmation details with employees/guests.
• Handle cancellation, modification and extension of hotel bookings.
• Coordinate corporate rates / negotiated rates with frequently used hotels.
• Verify hotel bills and coordinate with Accounts for payment processing.
• Maintain hotel booking records and monthly accommodation expenses.

D. General Office Administration

• Manage day-to-day administrative activities and ensure smooth office operations.
• Maintain office stationery, pantry supplies, housekeeping materials and other consumables.
• Monitor inventory levels and raise purchase requests when required.
• Coordinate procurement of office supplies and administrative materials.
• Maintain proper records of administrative purchases and expenses.
• Coordinate office maintenance, repairs and service requirements.
• Ensure office premises are clean, organized and maintained properly.
• Coordinate with housekeeping, security, maintenance and other support staff.
• Monitor office facilities such as electricity, water, internet, AC, printers, meeting rooms, etc.
• Coordinate maintenance and servicing of office equipment and facilities.

E. Vendor Management

• Coordinate with vendors/service providers for office-related requirements.
• Obtain quotations and coordinate comparative statements where required.
• Follow up with vendors for timely delivery of services/materials.
• Monitor vendor performance and service quality.
• Maintain vendor contact details, quotations, agreements and other records.
• Coordinate with Accounts for vendor invoices and payment follow-up.
• Support negotiation of rates and service terms wherever applicable.

F. Courier, Dispatch & Correspondence

• Manage incoming and outgoing courier/postal activities.
• Maintain courier and dispatch records.
• Coordinate receipt and delivery of important documents/materials.
• Maintain inward/outward registers, wherever applicable.
• Coordinate dispatch of company documents to customers, vendors and other locations.
• Handle general administrative correspondence and follow-ups.

G. Meeting & Event Coordination

• Coordinate meeting room bookings and meeting arrangements.
• Ensure meeting rooms are clean and ready before meetings.
• Arrange refreshments, stationery and other requirements for meetings.
• Support management meetings, customer visits, audits and official events.
• Assist HR in organizing employee engagement activities, celebrations and company events.
• Coordinate venue bookings, food, transportation and other event-related requirements.

H. Employee Administrative Support

• Support employees with general administrative requirements.
• Coordinate employee transportation/cab arrangements wherever applicable.
• Support joining formalities from an administrative perspective, including workstation, ID card, access card and other requirements.
• Coordinate employee relocation/travel/accommodation requirements where applicable.
• Assist HR in maintaining administrative records and employee-related documents.
• Handle employee queries related to travel, accommodation and general administration.

I. Facility & Workplace Management

• Coordinate housekeeping and ensure cleanliness and hygiene standards.
• Monitor pantry facilities and availability of refreshments/consumables.
• Coordinate pest control, electrical, plumbing, AC and other maintenance activities.
• Monitor security and access-control-related administrative requirements.
• Coordinate facility-related complaints and ensure timely closure.
• Maintain records of AMC, service contracts, maintenance schedules and renewals.
• Support workplace safety and emergency preparedness activities.

J. Administrative Records & Documentation

• Maintain administrative files, registers and records.
• Maintain records of:
• Visitor management
• Travel bookings
• Hotel bookings
• Vendor details
• Office purchases
• Courier/dispatch
• Maintenance
• AMC/service contracts
• Administrative expenses
• Office inventory
• Prepare monthly/weekly administrative reports and MIS as required.
• Ensure proper filing and easy retrieval of administrative documents.
• Maintain confidentiality of company and management information.

K. Expenses & Accounts Coordination

• Maintain records of administrative expenses.
• Verify bills, invoices and supporting documents before submission.
• Coordinate with Accounts for vendor payments and expense settlements.
• Monitor travel and hotel expenses against approved requirements.
• Prepare monthly administration expense statements.
• Support cost control and identify opportunities for administrative cost savings.

L. Management Support

• Provide administrative support to Management, HR and other departments.
• Coordinate official travel and accommodation for senior management.
• Arrange meetings, appointments, transportation and hospitality requirements for management visitors.
• Handle confidential administrative assignments as instructed by Management/HR.
• Ensure urgent administrative requirements are attended to promptly.

M. Other Responsibilities

• Support internal and external audits by providing required administrative records.
• Assist during customer visits, statutory inspections and certification audits.
• Ensure compliance with company administrative policies and procedures.
• Support emergency arrangements and other workplace requirements when necessary.
• Perform any other administrative duties assigned by the Management / HR Head.

3. Key Skills Required

• Excellent communication and interpersonal skills.
• Strong coordination and follow-up skills.
• Good visitor and front-office management skills.
• Hands-on experience in flight, train, bus and hotel bookings.
• Vendor coordination and negotiation skills.
• Good knowledge of MS Excel, Word, PowerPoint and Outlook.
• Good documentation and record-maintenance skills.
• Ability to handle multiple activities simultaneously.
• Strong organizational and time-management skills.
• Problem-solving and decision-making ability.
• Professional and courteous approach.
• Ability to work independently with minimum supervision.
• Good knowledge of local transportation, hotels and travel arrangements.
• Ability to handle urgent and last-minute administrative requirements.

4. Educational Qualification & Experience

Qualification:

• Bachelor's degree in any discipline.
• MBA/PG Diploma in HR, Administration or Business Management is an added advantage.

Experience:

• 2-3 years of relevant experience in Administration / Office Management / Front Office / Travel Desk / Facility Management.
• Experience in a manufacturing/engineering company will be an added advantage.

5. Key Performance Indicators (KPIs)

The Admin Executive can be evaluated on:

• Timely completion of travel and hotel bookings.
• Accuracy of travel and accommodation arrangements.
• Visitor management and front-office effectiveness.
• Timely closure of administrative requirements.
• Vendor service quality and coordination.
• Office cleanliness and facility maintenance.
• Availability of office supplies and consumables.
• Accuracy of administrative records and documentation.
• Control of administrative and travel expenses.
• Timely submission of bills, invoices and MIS reports.
• Employee/management satisfaction with administrative support.
• Compliance with company administrative and security procedures.

Short Job Summary for HR/Organization ChartThe Admin Executive is responsible for managing day-to-day administrative operations, visitor and front-office management, employee and management travel bookings, hotel/accommodation arrangements, vendor coordination, facility management, office supplies, courier/dispatch, meetings, events and administrative documentation. The role ensures smooth, efficient and professional administrative support to employees, management, customers and business visitors.

Pay: ₹20,000.00 - ₹25,000.00 per month

Benefits:

• Provident Fund

Work Location: In person