Admin / Facilities Executive

• We are looking for a rigorous, hands-on, and proactive Admin & Facilities Executive to take complete ownership of our office operations, workplace upkeep, and employee lifecycle logistics. In this role, you will be the backbone of the office-ensuring the physical space is pristine, IT and biometric infrastructure run flawlessly, and vendors are managed tightly.
• The ideal candidate is someone who doesn't hesitate to roll up their sleeves to resolve day-to-day workplace queries while maintaining trackers for assets and invoices.
• Someone who has strong Excel and coordination skills, be comfortable interacting with internal teams and clients, and possess the ability to manage multiple priorities efficiently.

Key Responsibilities : -

Office Upkeep & Facility Management : -

• Housekeeping Supervision: Maintain high standards of cleanliness, hygiene, and aesthetic appeal across the entire office premises daily.
• Biometric & Access Control: Manage the biometric attendance system, program employee access cards, and pull attendance reports for HR logs.
• Routine Maintenance: Oversee plumbing, electrical, air conditioning, and carpentry fixes by coordinating closely with technicians or building management.

Asset Governance & Tracker Tracking : -

• Asset Lifecycle Management: Maintain an active, error-free master tracker for all company assets (laptops, monitors, office furniture, pantry equipment, etc).
• Inventory Control: Monitor and replenish stocks of office stationery, pantry supplies, and housekeeping consumables before they run out.

Joining & Exit Logistics Support : -

• Onboarding Kits: Assemble and assign joining kits, laptops, workstations, and access cards to ensure a seamless Day 1 experience for new hires.
• Offboarding & Recovery: Execute exit logistics by recovering all company physical assets, clearing locker keys, and disabling biometric access upon employee departure.

Vendor Relations & Invoice Management : -

• Vendor Operations: Act as the primary point of contact for external service providers, pantry vendors, and facility technicians.
• Invoice Verification: Review vendor invoices for accuracy, cross-check against delivery/service logs, and coordinate with finance for timely payouts.

IT Coordination & Query Resolution : -

• Hardware & Network Logistics: Coordinate with the central or outsourced IT support team to set up user profiles, troubleshoot local Wi-Fi/printer issues, and manage laptop repairs/replacements.
• Helpdesk Management: Act as the face of internal support, quickly resolving employee queries regarding workspace comfort, IT hardware, or facility issues.

Travel, Stay & Relocation Support : -

• Corporate Travel: Coordinate flight, train, and cab bookings for team members traveling for business.
• Accommodation: Manage hotel tie-ups, guest house bookings, and temporary stay arrangements.

Corporate Events & Team Bonding : -

• Logistics Execution: Plan and execute the physical setup, catering, and logistics for internal celebrations, festival events, and team-bonding activities.

Compliance & Documentation : -

• Maintain organized records of client contracts, billing details, and administrative documentation.
• Support audit and compliance requirements by ensuring accuracy and availability of data.

Required Skills & Competencies : -

• Strong proficiency in MS Excel (pivot tables, lookups, reports, dashboards).
• Excellent coordination, follow-up, and communication skills.
• Strong attention to detail and ability to manage multiple tasks simultaneously.
• Comfortable working in a fast-paced environment with time-sensitive deliverables.
• Good interpersonal skills and client-handling ability.
• Knowledge of billing processes or experience in client coordination will be an added advantage.

Qualifications & Experience : -

• Graduate in Commerce / Business Administration / any relevant discipline.
• 3-4 years of experience in administrative support or facility management roles.
• Experience in a services or consulting environment preferred.
• Skills : - Admin Executive, Administration Executive, Facilities Executive, Facility Executive, Admin Coordinator, Facilities Coordinator,Office Administrator, Office Executive, Workplace Coordinator, Workplace Executive, Administration Officer, administration, facility management, office management, workplace management