Administration Executive

The Junior Executive - Administration Support is responsible for ensuring the smooth day-to-day functioning of office administration through efficient management of office supplies, vendor coordination, facilities upkeep, and administrative records. The role supports stock control, procurement, bill processing, maintenance activities, and employee service requests while ensuring timely resolution of operational issues. The incumbent assists in managing security operations, maintaining administrative documentation, and providing front desk support when required.

Major Responsibilities:

1. Facility Management & Workplace Safety

• Ensure smooth functioning of office facilities and resolve breakdowns within defined timelines.
• Coordinate preventive maintenance schedules and monitor completion of AMC services.
• Maintain Fire Alarm, CCTV and Access Control systems in operational condition to ensure workplace safety.

2. Cost Control & Vendor Management

• Monitor administration expenses and ensure adherence to approved budgets.
• Negotiate with vendors to achieve cost savings while maintaining service quality.
• Manage vendor payments, invoice verification and timely AMC renewals.

3. Statutory Compliance & Audit Management

• Ensure all licences, registrations and statutory documents remain valid and updated.
• Maintain documentation and records required for regulatory and operational compliance.
• Support internal and external audits and ensure closure of audit observations.

4. Internal Service Delivery & Security Administration

• Ensure timely fulfillment of administrative requirements and purchase requests.
• Monitor inventory levels and maintain uninterrupted availability of office supplies and consumables.
• Oversee security deployment, ensuring adequate coverage and compliance with duty rosters.

5. Team Management & Capability Building

• Conduct regular team reviews to monitor performance and operational effectiveness.
• Identify skill gaps and coordinate training programs to enhance team capability.
• Coach and support team members and security personnel to improve service standards and compliance.

6. Stakeholder Coordination & Service Excellence

• Build strong working relationships with internal stakeholders and external service providers.
• Address employee queries and service requests promptly to ensure high satisfaction levels.
• Support cross-functional initiatives and drive continuous improvement in administrative processes.