Admin and Facility Executive

The Administration & Facility Executive is responsible for managing day-to-day office operations, reception activities, vendor coordination, facility upkeep, inventory management, and ensuring smooth administrative workflows. This role supports employees, visitors, and management by maintaining an efficient, safe, and well-organized workplace.

Key Responsibilities

1. Reception & Front-Desk Management

• Manage front-desk operations and attend to employee and vendor queries.
• Maintain and update all reception-related registers and documentation.
• Coordinate the arrival and seating arrangements of vendors, visitors, guests, and interview candidates.
• Facilitate HR support tasks such as interview candidate paperwork, feedback forms, and question paper coordination.
• Arrange guest seating, refreshments, and lunch as required.
• Coordinate with building management for concerns, compliances, and facility-related issues.

2. Courier & Logistics Handling

• Track and maintain records of inward and outward domestic couriers.
• Keep updated logs of delivery challans, service reports, and activity records.

3. Office Administration & Facility Management

• Coordinate daily security activities and ensure proper supervision of security operations.
• Manage housekeeping operations and ensure cleanliness standards are met.
• Oversee the functioning of CCTV and Access Control Systems.
• Liaise with electrical vendors for AC, UPS, and other electrical maintenance.
• Coordinate with vendors for plumbing, pantry, electrical, food/snacks, pest control, and other general requirements.
• Maintain compliance documentation and vendor follow-up.
• Assist in accommodation arrangements when required.
• Support space planning and employee workstation allocation.
• Ensure adherence to audit requirements related to admin functions.

4. Inventory & Consumables Management

• Track the purchase and consumption of office consumables and pantry items.
• Maintain and monitor pantry supplies and coordinate with pantry staff to manage crockery.
• Ensure daily availability of drinking water, milk, and other essential consumables.
• Manage stationery inventory and issue materials to employees as needed.
• Ensure timely replenishment of consumables and office supplies.

5. Procurement & Billing Coordination

• Conduct first-level verification of monthly bills and invoices against purchase orders.
• Coordinate vendor quotations and maintain relevant records.
• Process admin-related bills and ensure timely payments.

6. Access & Asset Management

• Maintain records for issuing Photo ID cards and Access Cards.
• Manage keys and related documentation.
• Coordinate with IT for employee name-tagging at workstations.
• Track accommodation requirements for employees or guests when applicable.

7. Reporting & Documentation

• Maintain and update the daily Workplace Request Sheet.
• Prepare and submit daily shift-completion reports.
• Ensure closure of admin reports based on defined frequencies.
• Maintain accurate administrative documentation and data records.

8. Vendor & Stakeholder Coordination

• Manage vendor relationships across all admin-related services.
• Liaise with internal stakeholders, external partners, government agencies, and service providers.
• Coordinate with food, housekeeping, security, maintenance, and other service vendors.
• Support overall people management within the admin team.

Skills & Competencies (Optional Add if needed)

• Strong communication and interpersonal skills.
• Excellent coordination and multitasking abilities.
• Vendor management and negotiation skills.
• Knowledge of facility management and office operations.
• Proficiency in MS Excel, Word, and reporting.
• Attention to detail and process orientation.
• Ability to work independently and handle multiple tasks.