Jr. Executive - Admin

Senior Executive Administration

Job Title: Senior Executive Administration
Department: Administration
Experience: 2–3 Years
Qualification: Graduate in Any Discipline
Location: Pune
Industry Preference: Manufacturing / Engineering / Automotive / Industrial

Job Summary

The Senior Executive – Administration will be responsible for managing the smooth and efficient day-to-day administrative operations of the organization. The role will oversee office administration, facility management, employee transportation, guest house operations, vendor and third-party service management, contracts and agreements, office maintenance, petty cash, expenses, and workplace safety and compliance.

Key Responsibilities

1. Office & Facility Administration

• Manage day-to-day office administrative activities.
• Ensure proper housekeeping, cleanliness, and maintenance of office premises.
• Monitor office facilities, furniture, equipment, and infrastructure.
• Maintain administrative records, registers, and documentation.
• Coordinate with departments to provide timely administrative support.

2. Cab & Transportation Management

• Plan and coordinate employee transportation and cab services.
• Manage transport vendors and ensure timely vehicle availability.
• Verify cab bills, trip records, and monthly invoices.
• Resolve employee transportation-related issues.
• Ensure compliance with transport safety standards.

3. Office Operations

• Ensure uninterrupted office operations and facility services.
• Monitor pantry, stationery, office supplies, utilities, and consumables.
• Coordinate preventive and breakdown maintenance.
• Supervise housekeeping, security, and maintenance staff.
• Ensure timely resolution of facility-related issues.

4. Guest House Management

• Manage company guest house operations and bookings.
• Coordinate accommodation for employees, customers, auditors, and visitors.
• Ensure cleanliness, maintenance, and availability of required amenities.
• Maintain guest records and occupancy reports.

5. Vendor & Third-Party Management

• Manage housekeeping, security, transport, canteen, pest control, and other service providers.
• Monitor and evaluate vendor performance based on quality, cost, and service.
• Coordinate vendor payments after verification of services.
• Ensure vendors comply with company policies and statutory requirements.
• Negotiate with vendors for cost-effective services wherever applicable.

6. Contract & Agreement Management

• Maintain records of vendor contracts and service agreements.
• Track renewal dates for AMCs, lease agreements, transport contracts, and other agreements.
• Coordinate timely renewals to avoid service interruptions.
• Maintain contract documentation and compliance records.

7. Petty Cash & Expense Management

• Manage petty cash and administrative expenses.
• Maintain cash vouchers and supporting documents.
• Verify administrative bills and submit them for processing.
• Prepare monthly administrative expense reports.
• Ensure proper documentation and expense control.

8. Daily Administrative Activities

• Coordinate courier, postal, and dispatch activities.
• Manage office access cards, visitor records, and ID card issuance.
• Ensure availability of drinking water, pantry items, stationery, and office consumables.
• Coordinate meeting room and conference facility arrangements.
• Support company events, meetings, and employee engagement activities.

9. Compliance & Safety

• Ensure applicable statutory compliance related to administration and facility management.
• Coordinate fire safety inspections and emergency preparedness activities.
• Maintain facility audit records and track corrective actions.
• Ensure vendors and contractors follow company safety standards.

Key Skills

• Office Administration
• Facility Management
• Cab & Transport Management
• Vendor Management
• Third-Party Contractor Management
• Guest House Management
• Contract & Agreement Management
• Petty Cash Management
• Office Operations
• Vendor Negotiation & Coordination
• Documentation & Record Management
• MS Excel, MS Word & PowerPoint
• ERP/SAP Knowledge – Preferred

Educational Qualification & Experience

• Graduate in any discipline.
• MBA/PGDM in Administration or Operations will be preferred.
• 2–3 years of relevant experience in Administration, preferably in a Manufacturing, Engineering, Automotive, or Industrial organization.

Desired Competencies

• Excellent communication and interpersonal skills.
• Strong organizational and planning abilities.
• Good vendor negotiation and cost-control skills.
• Strong problem-solving and decision-making abilities.
• Ability to manage multiple priorities under pressure.
• High level of integrity and confidentiality.
• Good analytical, reporting, and documentation skills.