Administration/ Administration Executive

Job Title: Administration Executive
Company: Forward Life Pvt. Ltd.
Location: Ameerpet, Hyderabad
Job Type: Full-time | On-site
Salary: ₹18,000 – ₹22,000 per month
Working Hours: 9:30 AM – 6:30 PM
Experience Required: 1–3 years
Qualification: Any Graduate
Age Limit: 21–30 years
Employment Agreement: Candidate must agree to a 2-year employment agreement
Shift Flexibility: Must be willing to work in rotational shifts, if required

Job Overview

We are looking for a proactive, organized, and responsible Administration Executive to manage end-to-end administrative operations, office infrastructure, vendor coordination, procurement, documentation, basic IT troubleshooting, and technical setup activities in a fast-growing Clinical Research Organization (CRO).

The ideal candidate should possess strong leadership, communication, coordination, and problem-solving skills, along with basic technical knowledge to handle routine IT issues, set up office equipment, and coordinate with the IT team or service providers for advanced technical requirements.

Key Responsibilities

1. Overall Administration & Office Management

• Manage and oversee daily administrative operations of the organization.
• Ensure smooth functioning of the front office, facilities, housekeeping, security, pantry, and support services.
• Develop, implement, and maintain administrative policies, SOPs, and workflows.
• Maintain workplace discipline, professionalism, and office decorum.
• Act as the primary point of contact for all administrative requirements across departments.

2. Facility & Infrastructure Management

• Manage office infrastructure, seating arrangements, utilities, equipment, and workplace facilities.
• Coordinate with service providers for maintenance, repairs, AMC services, electrical works, internet connectivity, and other facility requirements.
• Ensure hygiene, safety, and operational standards are maintained.
• Support emergency preparedness and business continuity arrangements.

3. Basic IT Support, Troubleshooting & Setup

• Possess basic technical knowledge to identify and resolve routine computer, laptop, printer, and connectivity issues.
• Perform basic troubleshooting for hardware, software, operating system, Wi-Fi, LAN, and internet-related problems.
• Assist with laptop and desktop setup, initial configuration, software installation, printer setup, and peripheral connections.
• Set up workstations, monitors, keyboards, mice, webcams, and other office IT equipment as required.
• Assist with email configuration, Outlook setup, network connectivity, and basic access-related issues within authorized permissions.
• Coordinate with the IT team or external service providers for complex technical issues, repairs, and system upgrades.
• Maintain records of IT assets, equipment allocation, software licenses, and technical complaints.
• Monitor IT equipment functionality and ensure timely resolution of reported issues.
• Follow company policies for data security, software installation, password protection, and access control.

4. Vendor & Purchase Management

• Identify, evaluate, negotiate, and coordinate with vendors for housekeeping, pantry, stationery, IT equipment, utilities, and facility requirements.
• Manage quotations, purchase approvals, invoices, and payment coordination.
• Maintain vendor databases, purchase trackers, contracts, and service follow-up records.
• Monitor vendor performance, service quality, and timely delivery.
• Identify opportunities for cost-effective procurement and operational cost reduction.

5. Documentation, Records & Compliance Support

• Maintain administrative, legal, contractual, vendor, and facility-related records.
• Ensure confidentiality and security of sensitive documents, including agreements, contracts, licenses, and official records.
• Support internal audits, client audits, inspections, and compliance-related activities.
• Maintain proper documentation according to organizational procedures.
• Ensure appropriate storage and controlled access to confidential records.

6. Team Supervision & Interdepartmental Coordination

• Supervise Admin Assistants, front-office staff, housekeeping personnel, and other support staff.
• Allocate tasks, monitor performance, and ensure timely completion of assigned activities.
• Coordinate with department heads and employees to address administrative requirements.
• Coordinate and provide administrative support to sister concerns.
• Drive efficiency, accountability, and continuous improvement in administrative processes.

7. Meetings, Training & Event Management

• Coordinate internal meetings, corporate events, celebrations, training sessions, and employee activities.
• Arrange meeting rooms, projectors, stationery, seating arrangements, and other required resources.
• Coordinate and arrange refreshments for clients, visitors, and staff whenever required.
• Ensure smooth logistical arrangements for management meetings and official events.

8. Inventory & Resource Management

• Maintain records of office supplies, stationery, pantry materials, IT equipment, and administrative assets.
• Monitor stock levels and arrange timely replenishment of essential supplies.
• Ensure proper allocation, utilization, and maintenance of organizational resources.
• Minimize wastage and maintain accurate inventory records.

9. Reporting & Management Updates

• Prepare daily, weekly, and monthly administrative reports.
• Track operational expenses, maintenance costs, purchase activities, inventory, and vendor performance.
• Maintain an IT issue tracker documenting reported problems, actions taken, pending issues, and resolutions.
• Provide regular updates to management regarding administrative activities, operational risks, pending tasks, and resource requirements.
• Recommend process improvements and cost-saving measures to enhance administrative efficiency.

Required Skills & Competencies

• Strong organizational, leadership, and coordination skills.
• Good communication and interpersonal abilities.
• Basic technical knowledge of computers, laptops, printers, operating systems, and office IT equipment.
• Ability to troubleshoot routine hardware, software, internet, Wi-Fi, LAN, and peripheral connectivity issues.
• Practical knowledge of computer setup, software installation, printer configuration, and workstation setup.
• Familiarity with Microsoft Office applications, Outlook, and basic email configuration.
• Ability to identify technical problems and coordinate with IT specialists when advanced support is required.
• Experience in vendor coordination, negotiation, procurement, and facility management.
• Strong problem-solving skills, attention to detail, and multitasking abilities.
• Ability to maintain confidentiality and follow data-security procedures.
• Proficiency in MS Office applications, particularly Excel, Word, Outlook, and PowerPoint.
• Ability to work independently, take ownership of responsibilities, and coordinate with multiple departments.
• Valid four-wheeler driving licence with practical driving experience will be preferred.

Preferred Experience

• Experience in administration, office management, facility management, or corporate operations.
• Experience handling basic IT troubleshooting and office equipment setup.
• Familiarity with IT asset management, vendor coordination, documentation, and audit support.
• Experience in healthcare, pharmaceutical, clinical research, or other corporate organizations will be preferred.
• Experience coordinating administrative operations across offices or sister concerns will be an added advantage.

Benefits

• Health insurance.
• Provident Fund (PF), as applicable.
• Professional growth opportunities.
• Exposure to Clinical Research Organization operations.

Work Location: In person, Ameerpet, Hyderabad.

Employment Type: Full-time.

Job Type: Full-time

Benefits:

• Health insurance
• Provident Fund

Work Location: In person

Pay: ₹18,000.00 - ₹22,000.00 per month

Benefits:

• Health insurance
• Provident Fund

Work Location: In person