Administration Executive

Role: Admin Executive (Administration, Facilities & Workplace Experience)

Role Overview

We are seeking a dynamic, service-oriented, and technology-savvy Admin Executive to manage end-to-end workplace administration, facility operations, vendor governance, sustainability initiatives, employee experience, and compliance within a corporate/IT environment. The role will focus on creating a safe, efficient, sustainable, and employee-centric workplace while ensuring operational excellence and cost optimization.

Key Responsibilities:

Workplace Administration & Employee Experience

• Manage day-to-day workplace operations including reception, housekeeping, cafeteria, pantry, security, visitor management, and employee support services.

• Coordinate employee engagement initiatives, wellness programs, town halls, celebrations, and workplace events.

• Support onboarding infrastructure readiness including workstation allocation, access cards, welcome kits, and seating arrangements.

Facility Operations & Infrastructure Management

• Oversee office infrastructure, workspace utilization, meeting rooms, collaboration spaces, and common areas.

• Manage preventive and breakdown maintenance of HVAC, UPS, DG, electrical systems, lighting, plumbing, furniture, and office equipment.

Vendor Management & Procurement

• Manage end-to-end vendor lifecycle including sourcing, onboarding, negotiations, contract management, renewals, and performance reviews.

• Administer AMCs, service agreements, purchase orders, work orders, and invoice verification.

• Drive procurement optimization while maintaining quality and compliance.

Digital Workplace & MIS Reporting

• Maintain administrative dashboards, MIS reports, trackers, budgets, and performance metrics.

• Utilize digital tools for helpdesk management, asset tracking, visitor management, and space utilization.

Compliance, Safety & Risk Management

• Ensure compliance with corporate policies, statutory requirements, and facility-related regulatory standards.

• Support audits related to workplace safety, physical security, data privacy, and business continuity.

• Monitor CCTV, access control, visitor systems, and incident reporting processes.

• Support emergency preparedness activities including fire drills, evacuation plans, and safety trainings.

• Coordinate with EHS, IT Security, HR, and leadership on risk mitigation initiatives.

Technical Skills

• Advanced proficiency in MS Office (Excel, PowerPoint, Word)

• Strong MIS reporting and dashboard preparation skills

• Experience with workplace management systems, helpdesk tools, and digital asset tracking

• Basic understanding of access control, CCTV, BMS, and workplace technologies

• Knowledge of ERP/Procurement systems is an advantage