Admin Executive

Company: Dev Accelerator Ltd (DevX)

Website: https://www.devx.work/

Location: Ahmedabad

The Sr. Executive - Admin & ER will support day-to-day administrative operations and employee services across the organization. The role requires strong coordination with employees, managers, vendors, hotels, service partners, HR, and Finance to ensure timely and smooth execution of travel, reimbursements, onboarding support, company events, and other administrative processes.

Job Responsibilities:

1) Travel Coordination:

• Manage end-to-end travel bookings, including flights, trains, buses, cabs, and complete door-to-door itineraries.
• Coordinate advance travel planning, maintain employee travel preferences, and explore corporate cab partnerships.
• Ensure accurate and timely bookings through the designated internal system.

2) Hotel Booking:

• Manage hotel bookings as per company policy and approved budgets.
• Complete pre-check-in coordination and maintain suitable budget and premium hotel partnerships.
• Periodically compare hotel options to ensure service quality and cost efficiency.

3) Reimbursement Support:

• Coordinate timely and accurate processing of employee reimbursement claims.
• Guide employees on policies, documentation, and claim submission.
• Maintain the reimbursement process and records through KEKA.

4) Background Verification:

• Initiate BGV documentation for new joiners and follow up for timely submission and closure.
• Coordinate with employees and the verification agency while maintaining confidentiality.
• Escalate adverse or incomplete reports to the respective HRBP.

5) Company Events:

• Coordinate travel, stay, food, activities, vendors, budgets, and employee communication for company events.
• Prepare event checklists, negotiate with vendors, and ensure smooth execution.
• Collect feedback and record improvement points for future events.

6) Office Supplies and Stock Management:

• Manage stationery, pantry supplies, joining kits, and other essential office inventory.
• Ensure timely replenishment without excessive stock.
• Coordinate the availability of joining kits for new employees from Day 1.

7) Company Housing Management:

• Manage room allocation, occupancy, housekeeping, repairs, maintenance, and safety arrangements for company accommodation.
• Maintain acceptable living standards and coordinate timely resolution of issues.
• Maintain a database of suitable PGs and rental options for relocating employees.

8) KEKA and Administrative Systems

• Support the implementation and operation of travel, reimbursement, asset recovery, and helpdesk modules.
• Assist with system configuration, testing, data validation, and employee coordination.
• Maintain accurate records through KEKA, ClickUp, Excel, and other internal tools.

9) Onboarding and Exit Support:

• Support timely document collection and onboarding coordination for new joiners.
• Coordinate joining-day requirements and maintain accurate employee records.
• Assist with exit documentation, asset recovery, and clearance formalities.

Qualifications and Experience

• Bachelors degree in Commerce, Business Administration, Management, or a related field.
• 3 to 6 years of experience in administration, travel coordination, office operations, or employee services.
• Experience in a growing or multi-location organization will be preferred.

Key Skills Required

• Strong coordination and follow-up skills.
• Experience in travel, hotel, vendor, event, and inventory management.
• Good communication and stakeholder-management ability.
• Comfortable using KEKA, Excel, ClickUp, and internal tracking tools.
• Strong attention to detail, confidentiality, and ownership.
• Ability to manage multiple priorities while balancing employee experience, cost, and timelines.