Administrative Executive

About the company:

BDO is a global network of professional services firms with a presence in over 166 countries, revenue of over USD 14 billion, and experience of over 60 years. Its a leading service provider for the mid-markets with client service at its heart.

BDO India Services Private Limited (or BDO India) is the India member firm of BDO International. BDO India offers strategic, operational, accounting and tax, and regulatory advisory & assistance for both domestic and international organizations across a range of industries. BDO India is led by more than 300+ Partners & Directors with a team of over 10,000 professionals operating across 14 cities and 20 offices. We expect to grow sizably in the coming 3-5 years, adding various dimensions to our business and multiplying and increasing the current team size multi-fold.

Role Overview

The Manager – Administration will oversee workplace and facility operations to ensure a safe, efficient, compliant, and employee-friendly office environment. The role will be responsible for office administration, facilities management, vendor governance, workplace services, security, maintenance, compliance, and employee support functions.

Key Responsibilities

Workplace & Facilities Management

• Manage day-to-day administration of office facilities, including workstations, cabins, meeting rooms, and common areas.
• Ensure optimal space utilization and workplace readiness.

Employee Support & Workplace Experience

• Coordinate onboarding and exit processes, including workspace setup and clearance activities.
• Partner with HR to enhance employee experience and support engagement initiatives.

Events & Employee Engagement

• Plan and execute townhalls, leadership meetings, employee engagement programs, and corporate events.

Vendor & Contract Staff Management

• Manage outsourced staff and facility vendors, ensuring service quality, productivity, and SLA compliance.
• Oversee housekeeping, pantry, security, pest control, and other soft services.

Cafeteria Operations

• Manage canteen operations, hygiene standards, vendor performance, and employee feedback mechanisms.

Compliance & Regulatory Management

• Ensure adherence to statutory, administrative, and organizational compliance requirements.
• Coordinate with local authorities and regulatory bodies for approvals, inspections, and audits.

Budgeting, Billing & MIS

• Manage vendor billing, budget tracking, invoice verification, and administrative cost control.
• Prepare MIS reports, dashboards, and management reviews.

Safety, Security & Maintenance

• Oversee fire safety systems, emergency preparedness, mock drills, and statutory compliance.
• Manage physical security, access control, CCTV monitoring, and visitor management.
• Monitor preventive maintenance schedules and ensure timely resolution of facility-related issues.

Inventory & Asset Management

• Maintain office assets, consumables, and inventory.
• Conduct periodic audits and ensure optimal stock availability.

Qualifications & Experience

• Graduate/Postgraduate in Administration, Facilities Management, Hospitality, Operations, Business Administration, or a related field.
• 2-4 years of experience in Administration, Facilities Management, Workplace Operations, Corporate Services, or Office Management.
• Strong experience in facility operations, vendor management, office administration, and employee support services.
• Exposure to security, maintenance, compliance, and contract staff management preferred.
• Experience managing corporate office environments and multiple vendors will be an advantage.