Administration Executive

Role Overview:

We are looking for an organized and dependable Admin Executive to own the day-to-day running of our office. This is a hands-on role that covers the front desk, meeting and executive support, vendor and facility management, and supervision of the office support team. The person in this seat is the first point of contact for visitors and the go-to for everyone internally, so we are looking for someone who anticipates needs, keeps things moving without being chased, and takes full ownership of how the office looks, feels, and functions.

Key Responsibilities:

Front Office and Visitor Management

• Welcome visitors and guests, manage the reception desk, and maintain accurate visitor records.
• Handle incoming calls and route them promptly to the right person or team.
• Manage all incoming and outgoing mail and courier activity, maintaining a clear tracker so nothing goes missing.
• Follow and uphold office SOPs across all front office activities.

Meeting and Executive Support

• Manage meeting room bookings and schedules across the floor, resolving conflicts and accommodating last-minute changes.
• Set up meeting rooms ahead of time and provide support for virtual meetings and video conferencing.
• Provide calendar and scheduling support to senior management, including coordination of internal and external meetings.
• Maintain client relationship touchpoints on behalf of leadership, such as birthday and occasion greetings.

Vendor and Facility Management

• Coordinate with vendors and service partners, track service levels, and escalate where standards are not met.
• Manage inventory of stationery, pantry, and other office supplies so critical items never run out.
• Supervise office maintenance and upkeep, ensuring issues are resolved quickly and with minimal disruption.
• Keep the office in good working order across housekeeping, pantry, seating, and general facilities.

Office Support Staff Management

• Manage and supervise office boys and pantry staff to keep day-to-day operations running smoothly.
• Assign and monitor daily duties, track attendance, leave, and overall performance.
• Coordinate with HR on staff records, benefits, documentation, and policy implementation.
• Ensure pantry and office support services always continue uninterrupted.

Administration and Coordination

• Coordinate with the IT team on hardware, access, and support requests raised across the office.
• Arrange driver allocation, car bookings, travel bookings, and web check-ins for the team.
• Process invoices, reimbursements, and compliance documentation accurately and on time.
• Maintain the office first aid and medical kit and other emergency readiness essentials.
• Maintain MIS and admin records, and support internal events and celebrations end to end.

Key Requirements

• Minimum 3 years of experience in office administration, front office, or facility management, preferably in a corporate or financial services environment.
• Graduate in any discipline.
• Strong working knowledge of MS Office, particularly Excel for trackers and MIS, along with Outlook and calendar tools.
• Experience coordinating with vendors and negotiating routine service and supply arrangements.
• Prior experience supervising support staff such as office boys, pantry, or housekeeping teams.
• Comfortable providing executive and calendar support to senior management with discretion and confidentiality.
• Well-organized with strong follow-through, able to manage several tasks at once without letting things slip.
• Pleasant and professional presence, with good communication skills in English, Hindi, and Marathi.
• Proactive and solution-oriented, with the ability to handle last-minute requests calmly.
• High level of ownership, accountability, and attention to detail, with a strong service mindset.