Admin Executive

Position Overview:

The Admin Executive will support the Admin Lead in managing and coordinating day-to-day

administrative operations across NGRT locations. The role involves hands-on execution of

facility management, housekeeping supervision, vendor coordination, inventory tracking, and

compliance documentation. The position ensures smooth on-ground operations, upkeep of

facilities, and adherence to company standards across stores and offices.

Key Responsibilities

1. Facility & Operations Support

• Oversee daily facility activities including housekeeping, security, and maintenance

under the guidance of the Admin Lead.

• Ensure cleaning materials, safety gear, and fire extinguishers are available and

maintained in good condition.

• Monitor facility upkeep and report maintenance or safety issues for prompt resolution.

• Coordinate with service providers to ensure uninterrupted internet and utility services.

2. Procurement & Inventory Coordination

• Maintain records of stock for administrative consumables such as stationery, cleaning

materials, and pantry items.

• Track inward and outward movement of inventory and update records regularly.

• Assist in dispatch of paper bags, ID cards, and other branded materials to stores.

• Monitor usage and raise timely requisitions to prevent shortages or overstocking.

3. Vendor & Service Coordination

• Liaise with vendors for housekeeping, security, and maintenance requirements as

directed by the Admin Lead.

• Verify service completion and ensure timely processing of invoices.

• Maintain up-to-date documentation for vendor contracts and service renewals.

• Share periodic vendor performance feedback with the Admin Lead.

4. Compliance & Documentation

• Assist in maintaining compliance records including Gumasta licence copies, insurance,

and safety audit reports.

• Support in documentation and filing related to facility compliance and asset verification.

• Maintain digital and physical files for easy retrieval during audits.

5. Asset Management

• Support the tagging, allocation, and transfer of company assets between locations.

• Maintain updated asset registers for furniture, fixtures, and office equipment.

• Conduct basic asset verification during store visits or audits.

6. Audit & Reporting

• Accompany the Admin Lead on quarterly location audits and assist in data collection

and reporting.

• Prepare checklists, collect feedback from store teams, and compile audit observations.

• Track corrective actions from previous audits and follow up with respective teams.

7. Training Support

• Coordinate logistics for training sessions conducted by the Admin Lead for

housekeeping, security, and fire safety.

• Ensure attendance records, training materials, and setup arrangements are completed

in advance.

• Maintain training completion data and assist in refresher scheduling.

8. Travel & Booking Assistance

• Handle travel and accommodation bookings for employees as per company policy.

• Ensure booking confirmations, vendor coordination, and timely communication with

employees.

• Track travel costs and report any variances against approved budgets.

9. Coordination & Reporting

• Maintain regular communication with store teams for on-ground requirements and

updates.

• Submit weekly and monthly reports on facility conditions, stock status, and vendor

activities.

• Support the Admin Lead in executing special projects and cross-functional coordination

with HR, Finance, and Operations teams.

Qualifications & Experience

• Bachelor’s degree in any discipline (preferably Business Administration or Facility

Management).

• 2–4 years of experience in administration or facility operations, preferably in a retail or

multi-location setup.

• Good knowledge of MS Excel, vendor coordination, and inventory tracking.

• Strong organizational, follow-up, and communication skills.

• Willingness to travel occasionally for audits and store support.