Administration Officer

Job Description – Administration Officer

Designation: Administration Office
Department: Administration / Operations
Number of Positions: 2
Reports To: Admin Manager / Operations Head / Management
Location: [ Ahmedabad - Paldi - Kankaj ]
Employment Type: Full-Time

Job Purpose

The Administration Executive will be responsible for ensuring the smooth and efficient day-to-day functioning of the office, facility, housekeeping, travel arrangements, accommodation, guest management, and general operational support.

The role requires a hands-on person who can coordinate with employees, vendors, hotels, housekeeping staff, drivers, travel agencies, and management to ensure that all administrative requirements are completed on time.

Key Responsibilities :-
1. Daily Office & Facility Administration

• Ensure the office/facility is clean, organized, and ready for daily operations.
• Monitor housekeeping activities, including floor cleaning, washrooms, common areas, pantry, meeting rooms, and other facilities.
• Check cleanliness and hygiene standards on a daily basis.
• Coordinate with housekeeping staff and external housekeeping agencies.
• Ensure adequate availability of cleaning materials, toiletries, drinking water, pantry items, and other office consumables.
• Monitor office infrastructure and immediately report maintenance issues.
• Coordinate with electricians, plumbers, carpenters, AC technicians, internet/service providers, and other vendors when required.
• Maintain proper records of office assets, equipment, keys, and administrative items.
• Ensure basic safety, security, and facility requirements are followed.

2. Travel & Flight Booking

• Arrange domestic and international flight bookings for employees, management, and guests as instructed.
• Check flight schedules, availability, fares, baggage rules, and travel requirements.
• Coordinate flight changes, cancellations, rescheduling, and refunds.
• Maintain proper records of travel bookings and expenses.
• Coordinate with travel agencies or online booking platforms whenever required.
• Prepare travel itineraries and share complete travel details with concerned employees/management.

3. Hotel & Accommodation Management

• Search and arrange suitable hotels/accommodation based on company requirements and budget.
• Make hotel bookings for employees, management, visitors, and guests.
• Coordinate check-in and check-out arrangements.
• Negotiate room rates and corporate rates wherever possible.
• Coordinate special requirements such as airport pickup, early check-in, late check-out, meals, meeting rooms, etc.

4. Guest Reception & Visitor Management

• Receive and welcome company guests, visitors, clients, consultants, and other important personnel.
• Coordinate airport/railway station pickup and drop arrangements when required.
• Arrange guest accommodation, meals, transportation, and meeting requirements.
• Ensure meeting rooms and reception areas are properly prepared before visitors arrive.
• Coordinate with relevant departments regarding visitor schedules.
• Maintain a professional and hospitable environment for guests.

5. Transportation & Vehicle Coordination

• Arrange transportation for employees, management, and guests.
• Coordinate with company drivers, taxis, and transport vendors.
• Prepare pickup/drop schedules and communicate them clearly.
• Monitor vehicle availability and ensure timely transportation.
• Maintain records of transportation expenses and bills.
• Coordinate vehicle servicing, maintenance, insurance, permits, and other administrative requirements where applicable.

6. Vendor & Service Provider Coordination

• Coordinate with housekeeping, security, maintenance, travel agents, hotels, transport providers, stationery suppliers, and other vendors.
• Obtain quotations when required.
• Compare vendor quotations and submit recommendations to management.
• Follow up on pending services and ensure timely completion.
• Verify vendor bills and supporting documents before submitting them for approval/payment.
• Maintain an updated vendor contact list.

7. General Operational Support

• Provide day-to-day administrative and operational assistance to management and other departments.
• Support office events, meetings, training programs, employee activities, and company functions.
• Arrange meeting rooms, refreshments, seating, stationery, equipment, and other requirements.
• Assist in urgent operational requirements whenever needed.
• Coordinate inter-departmental administrative activities.
• Handle confidential administrative information responsibly.
• Perform other reasonable administrative/operational duties assigned by management.

Daily Administration Checklist

• Check overall office cleanliness and housekeeping.
• Check floors, washrooms, pantry, reception, meeting rooms, and common areas.
• Check drinking water, tea/coffee, toiletries, cleaning materials, and pantry supplies.
• Review visitor/guest schedule for the day.
• Check today's and upcoming flight bookings.
• Check today's hotel/accommodation check-ins and check-outs.
• Check employee/guest transportation requirements.
• Follow up on pending maintenance issues.
• Coordinate with housekeeping/security/drivers/vendors as required.
• Check pending administrative purchases and deliveries.
• Verify and update important administrative records.
• Report important issues and pending matters to the reporting manager.

Required Skills & Competencies

• Good communication and interpersonal skills.
• Strong coordination and follow-up ability.
• Good knowledge of MS Office / Google Workspace.
• Ability to handle flight, hotel, and travel bookings.
• Good vendor management skills.
• Strong organizational and time-management skills.
• Ability to manage multiple tasks simultaneously.
• Problem-solving and quick decision-making ability.
• Professional and courteous approach toward guests and employees.
• Ability to work independently and take ownership of administrative activities.
• Willingness to provide hands-on operational support when required.

*Specific Skill :-

Chinese Language communication required*

Qualification & Experience

Education: Graduate preferred.
Experience: 2–5 years of experience in Administration, Facilities, Office Management, Hospitality, Travel Co-ordination, or Operations.

Pay: ₹25,000.00 - ₹60,000.00 per month

Work Location: In person