Administration Executive

Job Title: Office Administration Executive

Department: Administration

Location: Ambuja Neotia Ecocenter, Business Park, EM Block, Sector V, Salt Lake, Kolkata, West Bengal 700091

Job Summary:

The Office Administration Executive is responsible for ensuring smooth office operations, facility management, vendor coordination, and administrative support across departments. The role focuses on maintaining an efficient, safe, and well-managed workplace environment that supports ICA Edu Skills business objectives.

Key Responsibilities:

1. Office Facility Management

Oversee day-to-day office operations and housekeeping activities.

Coordinate Annual Maintenance Contracts (AMCs) and ensure timely renewals.

Manage vendor relationships for maintenance and facility services.

2. Asset & Inventory Management

Maintain and update stock registers for office supplies, IT assets, and consumables.

Monitor asset issuance, return, and disposal as per company policy.

3. Front Office & Communication

Handle reception, telephone board, visitor management, and courier dispatch.

Maintain visitor logs and ensure smooth communication within departments.

4. Vendor & Procurement Coordination

Source quotations, prepare Purchase Requisitions (PR) and Purchase Orders (PO).

Follow up on delivery schedules, billing, and invoice clearance.

5. Compliance & Security

Manage employee ID cards, CCTV surveillance, fire safety, and access control systems.

Ensure compliance with company and safety protocols.

6. Documentation & MIS Reporting

Maintain office records, contracts, and insurance documents.

Prepare and submit monthly administrative MIS reports.

7. Event & Meeting Support

Coordinate internal meetings, training sessions, and office events.

Arrange logistics for conferences, celebrations, and workshops.

8. Employee Support & Coordination

Facilitate new joiner desk setups, ID cards, and stationery issuance.

Support HR/admin teams with employee engagement activities.

9. Government Liaisoning

Coordinate with government departments for CE, Professional Tax, and other statutory requirements.

Skills:

Experience: 4–5 years in office administration or facility management.

Skills Required:

Strong organizational and coordination abilities

Good communication and interpersonal skills

Proficiency in MS Office (Word, Excel, PowerPoint)

Vendor management and negotiation skills

Basic understanding of compliance and safety norms

Personal Attributes:

Detail-oriented and proactive

Reliable and self-motivated

Strong sense of responsibility and confidentiality

Ability to multitask and meet deadlines