Administration Executive

Role

The Admin Officer is responsible for managing day-to-day administrative activities, office operations, vendor coordination, asset management, travel arrangements, housekeeping coordination, documentation, and employee support. The role ensures smooth office functioning while maintaining company policies and administrative standards.

Key Responsibilities

Office Administration

• Manage daily office administration activities.
• Maintain office infrastructure and ensure smooth operations.
• Coordinate with housekeeping, pantry, and security teams.
• Monitor office cleanliness and maintenance.

Vendor Management

• Coordinate with vendors and service providers.
• Process vendor invoices and maintain records.
• Monitor vendor performance and service quality.
• Maintain AMC (Annual Maintenance Contract) records.

Asset & Inventory Management

• Maintain office assets and inventory.
• Monitor stationery and office consumables.
• Raise purchase requisitions and coordinate procurement.
• Maintain asset registers.

Travel & Accommodation

• Arrange travel bookings (air, rail, hotel, taxi).
• Coordinate guest house and accommodation bookings.
• Maintain travel records and expense reports.

Documentation & Record Keeping

• Maintain administrative records and files.
• Prepare reports, letters, and official correspondence.
• Manage courier, dispatch, and document control.
• Maintain employee attendance and visitor records.

Facility Coordination

• Coordinate repairs and maintenance of office equipment.
• Ensure proper functioning of office utilities.
• Coordinate with facility management and maintenance teams.
• Monitor pantry and housekeeping services.

Employee Support

• Assist employees with administrative requests.
• Coordinate ID cards, access cards, and visitor management.
• Support onboarding and induction activities.
• Organize meetings and company events.

Compliance

• Ensure compliance with company policies.
• Maintain statutory records related to administration.
• Support internal and external audits.

Reporting

• Prepare Daily, Weekly, and Monthly MIS reports.
• Track administrative expenses and budgets.
• Maintain vendor and service reports.

Required Skills

• Office Administration
• Vendor Management
• Facility Coordination
• Documentation & Record Keeping
• MS Office (Excel, Word, PowerPoint)
• Inventory & Asset Management
• Travel Coordination
• Communication Skills
• Time Management
• Problem-Solving
• Multitasking

Qualification

• Graduate in any discipline (B.Com, BBA, BA, or equivalent).
• Diploma in Administration or Office Management is an added advantage.

Experience

• 12 years of experience in Administration, Office Management, or Facility Administration.
• Freshers with strong administrative skills may also be considered.

Preferred Industry

• Corporate Offices
• Facility Management
• Manufacturing
• Pharmaceutical Companies
• IT/ITES
• Hospitality
• Commercial Offices

Key Performance Indicators (KPIs)

• Smooth day-to-day office operations.
• Timely completion of administrative tasks.
• Effective vendor and facility management.
• Accurate documentation and record maintenance.
• Cost control and budget adherence.
• High employee and visitor satisfaction.
• Compliance with company policies and procedures.