Administration Executive

Position: Administration Executive
Company: Wardwizard Innovations & Mobility Ltd.
Department: Administration
Location: Vadodara, Gujarat
Employment Type: Full-Time
Experience: 4-7 Years

About Wardwizard Innovations & Mobility Ltd.

Wardwizard Innovations & Mobility Ltd. is a growing organization in the electric mobility sector, focused on developing and promoting sustainable electric mobility solutions. The company operates in a dynamic and fast-paced environment with multiple business and operational functions.

Job Summary

We are looking for a well-organized, proactive, and responsible Administration Executive to manage day-to-day administrative activities and provide effective coordination and administrative support to senior management, including the Managing Director (MD).

The ideal candidate will be responsible for office administration, facility management, vendor coordination, documentation, asset management, scheduling, and coordination with various departments and external stakeholders to ensure smooth and efficient operations.

Key Responsibilities

1. Administration & Office Management

• Manage day-to-day administrative activities and ensure smooth functioning of the office.
• Coordinate office requirements with various internal departments.
• Maintain proper records, registers, documents, and administrative reports.
• Manage office stationery, consumables, pantry supplies, and other administrative requirements.
• Accommodation, travel, and other office-related requirements.
• Assist in organizing meetings, events, and official functions.
• Ensure timely availability of necessary office supplies and facilities.

2. Coordination with Managing Director (MD)

• Coordinate and manage the MDs meetings, appointments, schedules, and official engagements.
• Ensure timely communication and follow-up on tasks assigned by the MD.
• Prepare and organize documents, reports, presentations, correspondence, and other information required by the MD.
• Coordinate meetings and ensure that relevant documents and information are available in advance.
• Follow up with concerned departments on instructions and action points communicated by the MD.
• Handle administrative requests and requirements of the MD with confidentiality and professionalism.
• Assist in coordinating travel, transportation, accommodation, and other arrangements for the MD whenever required.

3. Facility Management

• Ensure proper cleanliness, hygiene, and upkeep of office premises.
• Coordinate housekeeping, security, pantry, maintenance, and other facility-related services.
• Coordinate repair and maintenance activities related to electrical, plumbing, civil work, furniture, air-conditioning, and other office infrastructure.
• Monitor preventive maintenance activities and AMC services.
• Address facility-related issues and ensure timely resolution.
• Maintain records of maintenance schedules, service reports, and AMC agreements.

4. Documentation & Reporting

• Maintain accurate administrative records and documentation.
• Prepare periodic MIS reports related to administration, inventory, vendors, expenses, and facility management.
• Maintain records of administrative expenses and supporting documents.
• Ensure proper filing and retrieval of administrative documents.
• Support management during internal audits and administrative reviews.

5. Compliance & General Administration

• Ensure adherence to company policies and administrative procedures.
• Monitor renewal of applicable AMC contracts, licenses, agreements, and service arrangements.
• Ensure proper documentation of administrative activities.
• Support management in implementing administrative processes and improving workplace efficiency.
• Perform other administrative duties assigned by the management from time to time.

Required Skills

• Strong administrative and organizational skills.
• Excellent communication and interpersonal skills.
• Strong coordination and follow-up abilities.
• Professional communication and interpersonal skills for interacting with senior management.
• Good vendor management and negotiation abilities.
• Good knowledge of MS Office, particularly MS Excel and MS Word.
• Strong documentation and record-keeping skills.
• Excellent time management and multitasking abilities.
• Ability to handle confidential information with discretion.
• Ability to work independently and manage multiple responsibilities.
• Proactive, disciplined, and service-oriented approach.

Educational Qualification

Bachelor’s degree in any discipline from a recognized university.

A qualification in Business Administration, Management, Operations, or a related field will be an added advantage.

Experience

4–7 years of relevant experience in Administration, Office Management, Facility Management, Executive Coordination, or a similar role.

Experience in a manufacturing, automobile, EV, industrial, or corporate organization will be preferred.

Candidates with prior experience in direct coordination with senior management/MD/Director will have an added advantage.

Key Competencies

• Office Administration
• Senior Management Coordination
• MD/Executive Coordination
• Facility Management
• Vendor Management
• Procurement & Inventory Management
• Asset Management
• Maintenance Coordination
• Documentation & MIS
• Interdepartmental Coordination
• Communication & Interpersonal Skills
• Confidentiality & Discretion
• Problem Solving
• Time Management