Admin & Operations Executive

Admin & Operations Executive – Elevators & Escalators (OEM)
Function: Admin & Operations
Location: Chandigarh
Reports to: HR & Operations Lead / Branch Head – Chandigarh

Role Objective

Ensure smooth day-to-day administration, office operations, and project support for a mobility solutions company (elevators, escalators, dumbwaiters).
The role anchors data updation, vendor coordination, asset/AMC tracking, and building/admin liaison, so field, projects, HR, and accounts teams can function with reliability and clarity.

ResponsibilitiesProject & Site Operations Support

• Coordinate with Installation, Commissioning, and Service teams on daily plans and basic requirements.
• Maintain site-wise trackers for new installations, commissioning status, and open issues.
• Support circulation of site-related communication: site intimation emails, material delivery follow-ups, and handover documentation.
• Log incidents, escalations, and closures in agreed trackers/FieldCircle (or equivalent).

Office Administration & Infrastructure

• Oversee day-to-day office facilities: housekeeping, pantry, stationery, utilities (AC, electricity, internet).
• Liaise with building administration/RWA/facility management for common area issues, access cards, parking, and security coordination.
• Coordinate minor repairs and maintenance with approved vendors and building teams.

Asset & AMC Management

• Maintain a master list of office assets (laptops, access cards, AC units, printers, basic IT hardware).
• Track AMC schedules and visits for office equipment and critical services; follow up on due renewals.
• Keep records of asset issuance and returns for employees in coordination with HR/Admin.

Vendor & Procurement Support

• Coordinate with vendors for quotations, documentation, and basic KYC collection.
• Support preparation of comparative statements with clear, simple logic notes.
• Follow up on purchase orders, deliveries, and service visits in coordination with Accounts and Stores.

Data Updation & MIS Support

• Update daily/weekly trackers in Excel/Google Sheets and FieldCircle (or equivalent) for:
• Site/job status (open/in-progress/closed)
• Material dispatch and delivery confirmation
• Vendor/PO status, AMC renewals, and key follow-ups
• Ensure entries are accurate, dated, and consistently formatted for easy review.
• Share simple weekly summaries of open issues, pending closures, and key follow-ups with the reporting manager.

Documentation & Compliance Support

• Maintain soft and hard copies of agreements, AMCs, vendor files, and facility-related documents.
• Ensure proper file naming, basic indexing, and retrievability for audits or management review.
• Coordinate with HR, Accounts, and Projects for collation of supporting documents when required.

Coordination & Communication

• Act as the first point of contact for routine admin/ops issues raised by teams.
• Route issues to the right department and follow up till closure.
• Maintain polite, solution-oriented communication with internal teams, vendors, and building admin.

Success Metrics

• 100% upkeep of agreed trackers (daily/weekly) with minimal missing data
• Timely follow-up and closure of routine admin and maintenance issues
• Zero or minimal escalation due to missed admin steps (permissions, basic documents, PO follow-ups)
• On-time AMC renewals and asset records updated for all joiners/separations
• Positive feedback from internal teams on responsiveness and clarity of coordination

Requirements

• Graduate in any discipline (preferred: Business Administration / Operations / Commerce).
• 1–4 years’ experience in office administration, operations coordination, or project admin (engineering, construction, or mobility sectors preferred).
• Proficiency in MS Excel/Google Sheets and basic familiarity with tools like FieldCircle/CRM/project trackers.
• Strong organisational skills and follow-up discipline; comfort with multi-tasking.
• Clear written and verbal communication; polite and professional email etiquette.
• Ability to work with cross-functional teams (Projects, Service, HR, Accounts, Vendors, Facility Management).

Work Ethic & Culture

• Process-driven with a focus on documentation and data accuracy.
• Respectful, courteous communication with internal teams, vendors, and building authorities.
• Reliable in handling confidential documents and company property.
• Ownership mindset: follows through on issues until they are resolved or properly handed over.

Compensation

• Fixed salary as per company structure
• Performance-linked increment/incentives as per policy

To Apply

Send your CV to hr@gilcoglobal.in with the subject line:
“Admin & Operations Executive – Chandigarh”

Job Type: Full-time
Benefits: Cell phone reimbursement · Health insurance · Provident Fund
Work Location: In person (Chandigarh)

Job Type: Full-time

Pay: ₹11,288.32 - ₹26,955.23 per month

Benefits:

• Health insurance
• Provident Fund

Work Location: In person