Senior Office Admin

Job Description: Sr. Office Admin
Location: Bangalore
Department: Administration
JobSummary
Wearelookingforaproactiveandwell-organizedSeniorAdminwith56yearsofexperienceinadministration
andfacilitymanagement.Thecandidatewillberesponsibleforensuringsmoothandefficientfunctioningofoffice
andfacilityoperations,coordinatingwithvendorsandserviceproviders,managingworkplaceinfrastructure,and
supportingemployeeswithadministrativerequirements.

Key Responsibilities
1. Office & Facility Administration
Manage day-to-day administrative operations of the office and facility.
Ensure the workplace is clean, safe, organized, and well maintained.
Coordinate office maintenance, housekeeping, security, pantry, transport, and
other facility-related activities.
Monitor office infrastructure, furniture, electrical systems, air conditioning, lighting,
water supply, and other utilities.
Identify facility-related issues and ensure timely resolution.
Coordinate seating arrangements, office shifting, expansion, and space utilization.
2. Vendor & Service Provider Management

Coordinate with housekeeping, security, maintenance, pantry, pest control,
transport, and other service vendors.
Manage vendor onboarding, quotations, negotiations, purchase orders, invoices,
and payments in coordination with Accounts.
Maintain vendor records, contracts, AMC agreements, and service schedules.
Monitor vendor performance and ensure adherence to agreed service standards.
Negotiate with vendors for cost-effective services wherever required.
3. Employee Administration
Handle employee administrative requirements and workplace-related concerns.
Coordinate employee ID cards, access cards, seating, lockers, stationery, and other
facilities.
Support onboarding activities from an administrative perspective.
Coordinate employee transportation, travel arrangements, accommodation, and
logistics when required.
Ensure timely communication of administrative policies and facility-related updates.
4. Office Infrastructure & Maintenance
Maintain records of company assets, office equipment, furniture, and other
administrative assets.
Coordinate repairs, maintenance, and replacement of office equipment.
Track AMC and service schedules for equipment and facilities.
Ensure proper documentation of assets and administrative purchases.
Coordinate with IT/Admin teams for basic infrastructure and workplace
requirements.
5. Travel & Event Coordination
Coordinate domestic travel, hotel bookings, transportation, and accommodation for
employees and management.
Support company meetings, conferences, employee events, celebrations, and other
corporate activities.
Arrange meeting rooms, refreshments, logistics, and required materials.
6. Compliance & Safety
Ensure basic workplace safety and facility compliance requirements are followed.
Coordinate fire safety equipment inspection, fire drills, emergency preparedness,
and related documentation.
Maintain records related to facility licenses, AMC, insurance, safety inspections, and
other administrative compliances.
Coordinate with building management for statutory and facility-related
requirements.
7. Procurement & Inventory
Manage procurement of office stationery, housekeeping materials, pantry supplies,
uniforms, office supplies, and other administrative requirements.
Monitor stock levels and ensure timely replenishment.
Maintain administrative inventory records.
Obtain quotations and coordinate approvals as per company procedures.
Required Skills
Strong knowledge of office administration and facility management.
Vendor management and negotiation skills.
Good coordination and communication skills.
Strong organizational and multitasking abilities.
Problem-solving and decision-making skills.
Ability to independently handle administrative operations.
Good knowledge of MS Office, particularly Excel and Word.
Good documentation and record-keeping skills.
Ability to coordinate with multiple departments and external vendors.
Proactive approach toward workplace and employee requirements.
Qualification
Bachelor's degree in Business Administration, Management, Commerce, or a related field.
Additional certification in Administration / Facility Management will be an advantage.
Experience
5 to 6 years of relevant experience in Administration, Facilities, Office Management, or Corporate Administration.
Experience in a manufacturing, automotive, EV, engineering, or technology organization
will be preferred.
Experience managing vendors, facilities, office infrastructure, and employee services is
preferred.
Key Performance Areas

Smooth day-to-day functioning of office and facility operations.
Timely resolution of administrative and facility issues.
Effective vendor management and service quality.
Cost control and efficient utilization of administrative resources.
Proper maintenance of assets, inventory, and administrative records.
Employee satisfaction with workplace facilities.
Timely renewal and tracking of AMCs, contracts, and facility-related compliances.