Administration Executive

Key Responsibilities

Facility & Workplace Management

• Ensure smooth day-to-day facility operations and workplace administration.
• Coordinate housekeeping, security, cafeteria, and pantry services.
• Manage visitor coordination and workplace requirements.
• Track preventive maintenance schedules and AMC renewals.
• Monitor office supplies, consumables, and administrative inventory.
• Conduct facility inspections and coordinate resolution of maintenance issues.
• Support meeting room management, office events, and employee engagement activities.

Procurement & Vendor Management

• Source and coordinate with vendors for administrative and facility requirements.
• Obtain quotations, prepare comparative analyses, and support negotiations.
• Raise and track Purchase Orders (POs).
• Coordinate invoice processing and vendor payments with Finance teams.
• Maintain vendor records, agreements, quotations, and procurement documentation.
• Monitor vendor performance and support cost optimization initiatives.

MIS & Reporting

• Maintain facility and procurement trackers.
• Prepare periodic reports on expenses, contracts, AMCs, vendor performance, and procurement activities.
• Support budget tracking and reporting activities.

Cross-Functional Support

• Provide support to the Travel function through coordination and reporting activities.
• Assist with administrative projects as required.

What We're Looking For

• Bachelor's degree in any discipline.
• 1-2 years of experience in Administration, Facility Management, Procurement, Vendor Coordination, or related operations roles.
• Good knowledge of MS Excel and MIS reporting.
• Strong coordination and stakeholder management skills.
• Basic understanding of procurement processes and vendor management.
• Strong problem-solving, communication, and organizational abilities.
• Ability to manage multiple tasks and priorities effectively.

Preferred Qualifications

• Experience with PO processing, invoice coordination, or vendor management.
• Exposure to AMC management, facility operations, or workplace administration.
• Experience in a corporate office or IT/ITES environment.
• Exposure to travel desk coordination is an added advantage.