Administration Executive

Role & responsibilities

• Administration & Facility Management Handle day-to-day office administration and coordinate for housekeeping, pantry, security, maintenance, and other facility-related requirements.
• Vendor Management Coordinate with vendors and service providers for housekeeping, security, maintenance, pantry, transportation, and other administrative services. Follow up for timely completion of work.
• Travel Desk Management Coordinate flight, hotel, cab, and local transportation bookings for employees, guests, and senior management as per company requirements.
• Stationery Management – Maintain stationery stock and inventory, coordinate procurement, issue stationery to employees/departments, and ensure timely replenishment.
• Event Management – Support planning and execution of employee engagement activities, meetings, celebrations, corporate events, and other administrative events.
• Procurement Support – Collect vendor quotations, prepare comparative statements, coordinate approvals, place orders, and follow up for timely delivery of materials/services.
• Invoice & Expense Coordination – Collect and verify vendor invoices, prepare documents for approval, maintain expense records, and coordinate with Finance for payment processing.
• Finance Coordination – Follow up on invoice approvals, vendor payments, reconciliations, and resolution of billing-related queries.
• Asset & Inventory Management – Maintain records of office assets, furniture, equipment, stationery, and other administrative inventory.
• Maintenance Coordination – Coordinate with vendors and internal teams for electrical, plumbing, civil, HVAC, housekeeping, and other office maintenance requirements.
• MIS & Documentation – Maintain vendor records, purchase documents, travel records, invoices, asset registers, stationery records, contracts, and other administrative documentation.
• Employee & Visitor Support – Coordinate visitor arrangements, meeting rooms, transportation, employee administrative requirements, and other day-to-day office support.
• Administrative Follow-up – Ensure timely closure of pending administrative activities and coordinate with concerned departments/vendors for smooth operations.

Preferred candidate profile

• Administration & Facility Management
• Vendor Coordination
• Travel Desk Management
• Stationery & Inventory Management
• Event Coordination
• Procurement Support
• Invoice & Expense Coordination
• Asset Management
• MIS & Documentation
• MS Excel & MS Office
• Good communication and coordination skills
• Strong follow-up and organizational skills
• Ability to handle multiple administrative activities