1. Job Purpose
Provide day-to-day administrative support to ensure smooth, efficient, and safe functioning of the office and staff facilities. Coordinate with internal teams and external service providers to deliver high‑quality facilities, security, vendor services and travel support while ensuring compliance with organizational policies, statutory norms and ISO standards.
2. Key Responsibilities (Summary)
The Admin Executive is responsible for: Office operations & housekeeping oversight; coordination of external service providers; security & safety management; travel & accommodation arrangements; reception & administrative support; procurement & asset management; and reporting & compliance.
3. Detailed ResponsibilitiesA. Office Management
Daily
- Supervise housekeeping/office attendants to ensure workstations, cabins, washrooms and common areas are clean and ready for business by the start of the workday.
- Monitor routine maintenance needs (HVAC, lifts, lighting, electrical, plumbing) and log service requests.
- Maintain stocks of stationery, pantry supplies and cleaning materials; raise purchase requests when below re-order levels.
- Ensure reception/front desk readiness (visitor log, temporary passes, staff ID availability).
- Check that safety equipment (fire extinguishers, emergency exit signage) is visible and accessible.
Weekly / Monthly
- Review housekeeping checklist and follow up corrective actions.
- Conduct preventive maintenance inspections and coordinate with technical teams for repairs.
- Prepare consumption & replenishment reports for office supplies.
- Conduct cleanliness and safety walk-throughs with the Admin Manager.
Standard / Ongoing
- Maintain and oversee Annual Maintenance Contracts (AMCs) for office equipment (printers, HVAC, lifts, CCTV, UPS, etc.).
- Coordinate with IT for office IT assets and support ticket escalation as needed.
- Lead waste-management and sustainability practices (segregation, recycling) in line with HECS ESG guidelines.
B. External Service Provider & Asset Management
Daily
- Verify attendance of service staff (housekeeping, pantry, security) and escalate irregularities.
- Monitor service quality (pantry hygiene, cleanliness standards, punctuality of services).
Weekly / Monthly
- Assist in reviewing service provider performance against SLAs and maintain feedback records.
- Verify vendor invoices against service delivery and supporting documents; prepare claim packs for Finance.
Standard / Ongoing
- Maintain an updated database of approved service providers with licenses and compliance documents (GST, food licenses, insurance, labour compliances etc.).
- Ensure office assets (furniture, laptops, peripherals) are recorded, tagged and audited periodically.
- Support contract renewals and assist in annual negotiations and procurement processes.
C. Security & Safety Management
Daily
- Verify deployment and attendance of security personnel and check visitor entries, gate passes, and CCTV operation.
- Ensure only authorized personnel access restricted areas (laboratories, O&M offices, project rooms) following badge/access control rules.
Weekly / Monthly
- Conduct security briefings with the security supervisor and review incident logs.
- Perform random checks (including out-of-hours where required) to ensure shift compliance.
Standard / Ongoing
- Support scheduled fire evacuation and safety drills (minimum frequency as per company policy).
- Maintain and update security & safety documentation in line with ISO/OSHWC and internal policies.
- Coordinate with emergency services and local authorities when required.
D. Travel & Accommodation
Daily
- Arrange local transport for staff/site visits; maintain vehicle and driver availability logs.
- Handle last-minute or emergency cab bookings and airport transfers as required.
Weekly / Monthly
- Track fuel and transport expenditures; reconcile with travel logs.
- Verify and report on the upkeep of staff accommodation tied to the company (guesthouses, leased units).
Standard / Ongoing
- Maintain preferred tie-ups with cab operators, hotels and guesthouses; manage rate negotiations and contracts as needed.
- Track accommodation allocations and ensure cleanliness & safety standards at company‑arranged residences.
E. Administrative Support & Front Office
Daily
- Manage reception duties (telephone etiquette, visitor management, and courier handling).
- Maintain inward/outward registers for courier, mail and inter-departmental communications.
- Provide onboarding logistics support: temporary IDs, seating allocation, induction room setup, and basic IT checklist facilitation.
Weekly / Monthly
- Verify courier records and reconciliation against invoices.
- Track and expedite pending inter-office correspondences.
Standard / Ongoing
- Maintain confidentiality and secure handling of office documents.
- Provide on-demand administrative support to O&M, Projects, Lab, HR and other departments.
- Prepare monthly MIS reports on administration activities and expenditures.
F. Reporting, Compliance & Budgeting
Daily
- Send brief admin status updates to the Admin Manager/Head (key issues, urgent repairs, escalations).
Weekly / Monthly
- Maintain a cost tracker for office consumables, travel and service provider bills.
- Participate in admin team meetings and support weekly performance reviews.
Standard / Ongoing
- Support compliance with applicable statutes and regulations (e.g., Shops & Establishment rules, applicable labour regulations, pollution control, statutory recordkeeping). Note: final compliance ownership and legal interpretations remain with Legal/HR as per corporate policy.
- Maintain admin records relevant to ISO/IEC frameworks and other certifications.
- Assist in preparing the yearly admin budget and provide inputs for forecasts and CAPEX requests.
4. Authority & Decision-Making
- Authorised to raise purchase requisitions (below defined threshold) for consumables and emergency repairs.
- Escalate vendor/service issues and non-compliances to the Admin Manager.
- Authorised to approve routine vendor staff attendance and minor repairs following established procedures.
5. Relationships
Internal: Works closely with HR, IT, Finance, O&M, Projects, Lab and Safety teams. External: Liaison with service providers, accommodation partners, transport operators and local authorities as required.
6. Qualifications, Skills & Competencies
Essential:
- Graduate in Business Administration/Management or equivalent.
- 2–5 years’ experience in office administration or facilities management.
- Strong organisational and multi-tasking skills; attention to detail.
- Good communication skills (written & verbal).
- Basic understanding of vendor management, contract documentation, and invoice verification.
Desirable:
- Experience with ISO/OSHWC documentation or facilities compliance.
- Basic knowledge of property/asset management and AMCs.
- Proficiency with MS Office and basic office management software.
Behavioural Competencies:
- Proactive problem solving and customer-service orientation.
- Ability to handle confidential information with discretion.
- Team player with capability to manage multiple stakeholders.
7. Key Performance Indicators (KPIs)
- Timeliness of daily premises readiness (target: 95% days ready by start time).
- Vendor SLA compliance and on-time corrective actions (target: ≥ 90% SLA adherence).
- Invoice verification accuracy and timely submission (target: 100% supporting documents attached).
- Asset tagging and records completeness (target: 100% critical assets tagged and recorded).
- Number of safety/non‑compliance incidents (target: reduce year-on-year).
8. Working Conditions & Notes
- Office-based role with occasional travel to project sites or staff residences.
- May require extended hours during events, drills or emergencies.
- This JD is indicative and may be revised based on organizational needs.
9. Daily / Weekly / Monthly / Quarterly Checklist (for the Admin Executive)
Daily:
- Housekeeping & pantry check
- Reception readiness and visitor log
- Vendor staff attendance verification
- Security & CCTV operational check
- Transport/driver availability log
- Brief admin status report to Admin Manager
Weekly:
- Review housekeeping checklist & corrective actions
- Verify vendor invoices & prepare bill bundles
- Safety & cleanliness walk-through
- Update consumption & procurement report
Monthly / Quarterly:
- Asset tagging & physical verification
- Review and assist in SLA evaluations
- Coordinate preventive maintenance schedules
- Support ISO and compliance record updates
Annual:
- Assist with vendor contract renewals and AMC reviews
- Contribute to admin budget preparation and yearly audits
Job Type: Full-time
Pay: ₹15,000.00 - ₹25,000.00 per month
Benefits:
Work Location: In person
