Administrative Executive

Job Description: Administrative Executive

Company: Toprock Global Pvt. Ltd.
Location: Guindy Industrial Estate, Chennai, Tamil Nadu
Job Type: Full-time

Job Summary

Toprock Global Pvt. Ltd. is looking for an organized, responsible, and detail-oriented Administrative Executive to support daily administrative operations, documentation, recruitment coordination, and internal communication. The candidate will be responsible for coordinating with management and different departments, maintaining records, preparing reports, handling administrative activities, and ensuring the smooth functioning of day-to-day business operations.

Key Responsibilities

• Manage daily administrative activities and ensure the smooth functioning of office operations.
• Coordinate with management and department heads to understand requirements and complete assigned tasks.
• Support recruitment activities, including candidate sourcing, resume screening, initial candidate communication, and interview coordination, as required.
• Maintain candidate databases, recruitment trackers, interview schedules, and hiring status reports.
• Prepare and share administrative reports, recruitment updates, and work progress reports with management.
• Maintain and organize company documents, records, files, registers, and spreadsheets.
• Handle emails, telephone calls, correspondence, and internal communication.
• Coordinate with employees, vendors, and external service providers to address administrative requirements.
• Monitor office supplies, stationery, inventory, and other essential resources.
• Assist in maintaining invoices, purchase requests, expense records, and other administrative documentation.
• Coordinate office maintenance, housekeeping, and facility-related activities, as required.
• Assist with employee documentation, onboarding coordination, joining formalities, and other administrative HR activities.
• Ensure the accuracy, confidentiality, and proper maintenance of company records and information.
• Follow up on pending tasks and ensure timely completion of assignments given by management.
• Coordinate meetings, appointments, scheduling, and other operational requirements.
• Perform additional administrative responsibilities as assigned by management.

Required Skills

• Strong organizational, administrative, and coordination skills.
• Good verbal and written communication skills.
• Proficiency in MS Office, particularly MS Excel, MS Word, and email communication.
• Ability to prepare reports, maintain records, and manage spreadsheets accurately.
• Strong follow-up, time-management, and multitasking abilities.
• Good attention to detail and problem-solving skills.
• Ability to handle confidential company information responsibly.
• Ability to work independently and coordinate effectively with management and different departments.

Preferred Qualifications

• Previous experience in administration, office coordination, or operational support.
• Familiarity with documentation, report preparation, and record management.
• Experience in recruitment coordination, candidate screening, and interview scheduling.
• Knowledge of inventory management, vendor coordination, and administrative expense tracking.
• Experience maintaining trackers and preparing reports using MS Excel.
• A proactive approach to handling administrative tasks and supporting business operations.

Work Location: In person