Administration Executive

Job Description Admin Executive

**Department:** Administration / HR & Admin

**Reports To:** Admin Manager / HR & Admin Head

**Location:** [Insert Location]

**Experience Required:** 2–5 years

Job Summary:

The Admin Executive is responsible for overseeing and managing daily administrative operations, ensuring smooth functioning of office activities, facility management, vendor coordination, and supporting HR and management in day-to-day administrative requirements.

Key Responsibilities:

• Office Administration

• Manage day-to-day office operations including housekeeping, stationery, courier, and utilities.
• Ensure the office environment is well-maintained, safe, and organized.
• Handle AMC renewals, equipment maintenance, and inventory management.
• Supervise housekeeping, security, and pantry staff for efficiency and discipline.

• Facility & Vendor Management

• Liaise with vendors, contractors, and service providers for office supplies, maintenance, and facility services.
• Negotiate contracts, ensure timely payments, and maintain vendor performance records.
• Handle facility-related issues and coordinate repairs or improvements when required.

• Travel & Logistics

• Manage travel arrangements (flight/train bookings, accommodation, cab coordination).
• Maintain travel records and process reimbursements in coordination with finance.

• Event & Meeting Coordination

• Support organization of meetings, conferences, and office events.
• Handle visitor management, conference room bookings, and hospitality arrangements.

• Documentation & Compliance

• Maintain records of office assets, licenses, and administrative documents.
• Ensure compliance with company policies and statutory requirements related to office administration.

• Support to HR & Management

• Assist HR in onboarding logistics (desk setup, ID cards, access, etc.).
• Coordinate internal communications, circulars, and administrative notices.
• Support management in ad-hoc administrative projects as required.

Qualifications & Skills:

• Bachelor’s degree in Administration, Management, or related field.
• 2–5 years of experience in office administration or facilities management.
• Strong communication, coordination, and negotiation skills.
• Proficient in MS Office (Word, Excel, PowerPoint) and email correspondence.
• Ability to multitask, prioritize, and maintain confidentiality.
• Attention to detail and proactive problem-solving approach.

Key Competencies:

• Organizational skills
• Time management
• Vendor and stakeholder coordination
• Accountability and ownership