Administration Executive

Greetings from BEFREE HR TEAM

The Administration person will be responsible for overseeing and managing all administrative operations of the organization. This role ensures that facilities, infrastructure, vendors, and support services are efficiently managed to enable smooth business operations. The individual will lead an administration team and work closely with management to implement policies, manage budgets, and ensure compliance with statutory and organizational standards.

Responsibilities

Strategic & Operational Management

• Oversee general office administration including housekeeping, maintenance, stationery, and supplies.
• Develop and implement administrative policies, systems, and procedures.
• Plan and manage budgets for administration, facilities, and office operations.
• Ensure smooth day-to-day operations of the office and other facilities.
• Drive cost optimization initiatives without compromising quality of services.

Facility & Infrastructure Management

• Oversee general office administration including housekeeping, maintenance, stationery, and supplies.
• Oversee office infrastructure, housekeeping, pantry, and security services.
• Ensure regular maintenance of equipment, electricals, IT infrastructure (in coordination with IT team), and company assets.
• Manage space planning, seating allocation, and expansion projects.
• Ensure workplace health, safety, and environmental compliance.

Vendor & Contract Management

• Identify, negotiate, and finalize contracts with vendors, suppliers, and service providers.
• Monitor vendor performance, service levels, and contract renewals.
• Ensure timely procurement, stock management, and payments.
• Drive cost-effective sourcing while maintaining service quality.

Travel, Transport & Logistics

• Manage employee travel requirements including ticketing, visa, and accommodation.
• Oversee company-owned/leased vehicles, drivers, and transportation services.
• Handle logistics for company events, client visits, and offsite activities.

Compliance & Record Management

• Maintain records of office leases, utility contracts, asset registers, and administrative expenses.
• Ensure statutory compliance with labour laws, fire & safety norms, and government regulations.
• Support audits related to administration, facilities, and statutory requirements.
• Implement data protection, access control, and confidentiality protocols.

Team Leadership & Employee Support

• Lead, mentor, and supervise the administration team (executives, reception, housekeeping, drivers, etc.).
• Collaborate with HR to support employee on boarding, ID issuance, and workplace integration.
• Handle escalations and resolve employee issues related to facilities and services.
• Drive employee engagement activities, celebrations, and welfare programs.

Qualifications and Experience

• Graduate in Business Administration / Management (MBA preferred).
• 7 to 12 years of experience in Administration, with at least 35 years in a managerial role.
• Experience in managing large facilities, multi-location operations, and vendor networks preferred.

Key Skills

• Strong organizational and time management skills.
• Good communication and interpersonal abilities.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Knowledge of vendor management and basic accounting will be an added advantage.
• Ability to multitask and handle pressure situations efficiently.
• Detail-oriented, self-motivated, and able to prioritize tasks in a fast-paced environment.