Admin Executive

Job Description

Job description About US Cosmos Sports World LLP is a prominent provider of sports goods, including equipment, accessories, apparel, and footwear, serving a diverse range of sports customers from individuals to institutions and clubs. With a strong presence for 22 years in the industry, our establishment in Kozhikode is also an authorised retailer of renowned brands like Adidas, Nike, Yonex, Ashaway. We are dedicated to expanding our business scope, from manufacturing to offering sports infrastructure facilities through our well-equipped research and development wing. Role Description The Admin Executive is responsible for ensuring efficient and professional administration support across multiple departments and locations. This includes travel arrangements, office management, infrastructure upkeep, vendor management, cost control, and compliance to deliver seamless support services aligned with company standards. Key Responsibilities 1. Administrative Support Provide high levels of administrative support to internal customers (e.g., store managers, department heads). Ensure timely resolution of internal escalations within minimum Turn-Around Time (TAT). Maintain and update a logbook to track administrative issues and actions taken. Implement feedback mechanisms to improve support services continuously. 2. Office & Facility Management Maintain office decorum, housekeeping, and guest management facilities as per company standards. Prepare necessary facilities for new employees (computers, phones, desks, vehicles, business cards, etc.). Ensure staff accommodations adhere to safety, health, and hygiene standards. Supervise office support staff such as housekeeping and security and address performance issues through vendors. 3. Travel & Accommodation Management Handle travel arrangements for employees and management including train, air, and bus bookings. Manage temporary accommodations for traveling staff. Verify travel claims and ensure timely reimbursement. 4. Budget Management and Cost Control Develop and manage the administration department budget considering renovation, maintenance, and updates. Implement cost control strategies for resource efficiency including stationary, vehicle usage, and asset utilization. Monitor expenditures and highlight variances against the budget. Identify cost-saving opportunities and process efficiencies. Ensure timely payments for electricity, water, telephone, and waste disposal services. Coordinate with the accounts team to set store-wise operational targets and report any deviations. 5. Infrastructure Management Oversee maintenance and repairs for offices, stores, and warehouses. Ensure compliance with safety and health regulations; verify the operational readiness of safety equipment. Coordinate with vendors for maintenance, security, and cleaning per contract terms. Plan and execute store renovations/expansions; maintain a renovation calendar. Conduct bi-monthly site visits and report audit findings with recommended corrective actions. Maintain store cleanliness and aesthetics to reflect brand standards. Supervise and initiate branch interior upgrades based on management directives. 6. Resource and Facilities Management Manage allocation/utilization of key infrastructure (vehicles, signage, HVAC, etc.) across retail locations. Oversee procurement and maintenance of office supplies, ensuring quality and cost-effectiveness. Ensure efficient utilization of office/store space and assets in coordination with store managers. Supervise facilities staff and coordinate with vendors to resolve any operational issues promptly. 7. Documentation and Compliance Management Maintain administrative documents including contracts, licenses, and legal filings. Ensure timely renewals of contracts/licenses in coordination with reporting officers. Establish a robust system for document storage and easy retrieval. Conduct regular audits to verify documentation and regulatory compliance across locations. 8. Vendor and Contract Management Manage vendor relationships including security, logistics, rentals, interiors, and AMC providers. Negotiate contracts based on competitive market quotes (minimum of three). Monitor vendor performance and compliance with SLAs and TAT. Address and resolve vendor disputes in alignment with senior management guidance. Qualifications & Skills Bachelor’s degree in Business Administration, Facilities Management, or related field. Strong coordination, negotiation, and vendor management skills. Proficiency in MS Office and administrative software tools. Excellent problem-solving skills, attention to detail, and ability to multitask. Knowledge of compliance standards, infrastructure management, and budgeting. Job Type: Contractual / Temporary Contract length: 6 months Job Type: Contractual / Temporary Contract length: 6 months Pay: ₹8,000.00 - ₹10,000.00 per month Benefits: Health insurance Paid sick time Paid time off Provident Fund Schedule: Day shift Morning shift Application Question(s): This is an in office job and requires you to work in our office in Kozhikode (Calicut). Are you OK with that? We work 6 days, Monday to Saturday 10am to 7pm. Are you OK with that? What is your joining availability in number of DAYS if considered for the role? This is a CONTRACTUAL role for 6 months. Are you OK with that? Work Location: In person