Walk-in || Administration Executive

Job Description (JD) Admin Executive

Job Title: Admin Executive

Department: Administration

Location: Pune

Experience: 2–5 Years

Employment Type: Full-Time

Job Summary

We are looking for a proactive and organized Admin Executive to manage the day-to-day administrative operations of the office. The ideal candidate should ensure smooth office functioning, coordinate with vendors, maintain office assets, and provide administrative support to different departments.

Key Responsibilities

• Manage daily office administration and ensure smooth office operations.
• Handle office maintenance, housekeeping, security, and facility management.
• Coordinate with vendors for office supplies, repairs, and AMC (Annual Maintenance Contracts).
• Maintain inventory of office stationery, pantry items, and other office assets.
• Process purchase requisitions and coordinate with the procurement team for office requirements.
• Arrange travel bookings, hotel accommodations, and transportation for employees and visitors.
• Manage courier services, incoming/outgoing mail, and document dispatch.
• Maintain records of office assets, agreements, invoices, and administrative documents.
• Support onboarding activities by arranging workstations, ID cards, and employee facilities.
• Coordinate meeting room bookings and arrange refreshments for meetings.
• Ensure compliance with office safety, cleanliness, and company policies.
• Assist HR and other departments with administrative support as required.

Required Skills

• Excellent communication and interpersonal skills.
• Strong organizational and time management abilities.
• Good negotiation and vendor management skills.
• Knowledge of facility management and office administration.
• Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
• Ability to handle multiple tasks and work under deadlines.
• Problem-solving and decision-making skills.
• Basic knowledge of budgeting and expense tracking.

Educational Qualification

• Bachelor's Degree in Business Administration, Commerce, Management, or any related field.
• Additional certification in Administration or Facility Management is an added advantage.

Preferred Experience

• 4–9 years of experience in office administration or facility management.
• Experience in handling vendors, office facilities, travel management, and inventory control.
• Experience in manufacturing, renewable energy, engineering, or corporate office environments will be preferred.

Key Competencies

• Office Administration
• Facility Management
• Vendor Coordination
• Inventory Management
• Travel & Accommodation Management
• Asset Management
• Documentation & Record Keeping
• Budget Monitoring
• Billing