Admin Executive

Job Purpose
To ensure seamless office administration, smooth functioning of daily operations, and effective upkeep of all office infrastructure. The role supports employees across administrative, travel, attendance, and procurement requirements while maintaining high standards of cleanliness, order, and compliance.

Core Responsibilities1. Office Administration

• Supervise office support staff and ensure daily tasks are completed efficiently.
• Maintain cleanliness of office premises as per defined schedules (e.g., daily cleaning of floors, partitions, desks, internal glass; weekly window cleaning; fortnightly cleaning of company flat).
• Conduct regular inspections of the office, terrace, and company flat; initiate repairs, replacements, improvements, and repainting as required, supported by weekly reports.
• Manage inward/outward correspondence, ensure entries in registers, and secure acknowledgements for inward mail.
• Maintain adequate stocks of stationery, writing materials, and other consumables.
• Manage visitor entries—including arrival and exit time—ensuring accurate records with acknowledgements.
• Oversee KAOA-related activities, such as electricity bill payment for the common meter, sweeper coordination, and collection of monthly contributions.
• Manage filing systems and ensure timely updates to databases.
• Submit periodic administrative reports to Management.

2. Staff Attendance Management

• Record staff absences and late arrivals in SharePoint.
• Track leave balances and provide monthly reports to the Finance department.
• Ensure compliance with piggy bank funding procedures where applicable.

3. Library Management

• Conduct periodic inventory checks of books.
• Identify and dispose of obsolete books in consultation with technical experts.
• Ensure adherence to book issue/return procedures.

4. Travel Management

• Coordinate domestic and international travel for staff, working closely with departments and customers when needed.
• Arrange hotel bookings and accommodation as required.
• Assist with visa documentation for inbound and outbound employees.

5. Procurement

• Obtain quotations from at least three suppliers for each purchase requirement.
• Support rate negotiation to secure the best value for money.
• Verify delivery of purchased items, ensuring proper installation, commissioning, and quality checks before processing payments.

Performance Standards

• Office premises and related properties remain clean, well-maintained, and presentable.
• Physical and electronic housekeeping are consistently up to date.
• Staff travel is well-planned and executed smoothly.
• ISO processes and compliance requirements are followed.

Tools & Systems

• MS Office
• MS Outlook
• MS SharePoint
• Lotus Notes

Required Personal Attributes

• Highly organised and reliable.
• Comfortable following routine processes.
• Strong attention to detail.
• Clear and effective communicator (written and verbal).
• Handles pressure and feedback constructively.
• Patient, diplomatic, and firm when required.
• Assertive with the ability to maintain professional boundaries.

Key Objectives

• Maintain a clean, pleasant, and efficient working environment.
• Ensure staff receive timely and effective administrative support.

Job Type: Full-time

Application Question(s):

• How many years of experience do you have?
• What is your current CTC?
• What is your notice period in days?