Administration Executive

We are looking for a detail-oriented and proactive Administration & Office Executive to manage day-to-day office operations, employee support services, travel coordination, vendor management, and asset maintenance. The role requires strong organizational skills, multitasking ability, and a customer-service mindset to ensure smooth functioning of office administration and a positive employee experience.

Key Responsibilities:

Office Administration & Facility Management

• Handle visa documentation and related formalities.
• Manage pantry and office supplies, ensuring timely ordering and stock maintenance.
• Oversee utilities (water, electricity, Wi-Fi, mobile connections) and ensure proper functioning.
• Monitor Annual Maintenance Contracts (AMC) for services like pest control, coffee machines, and air conditioning, including renewals.
• Ensure office cleanliness, hygiene, and safety standards are maintained.
• Coordinate with courier companies for asset dispatch to remote employees.
• Maintain and update asset records regularly.

Travel & Hospitality

• Manage domestic and international travel bookings (flights, stays, Airbnb, etc.).
• Oversee hospitality arrangements for employees, guests, and events.

Employee Engagement & Events

• Organize and manage internal office events and celebrations (e.g., Diwali gifting, team events).
• Support new joiner onboarding with welcome kits and smooth induction support.
• Assist with employee reimbursements, vouchers, and related documentation.

Documentation & Support

• Scan bills, vouchers, and maintain proper records.
• Provide required printouts and document support to employees and management.
• Create and manage QR codes for ID cards and business cards.
• Support any ad-hoc admin-related tasks as required.

Vendor & Procurement Management

• Identify, finalize, and coordinate with vendors for new stock items and gifting options.
• Oversee sourcing, ordering, and delivery of materials across multiple office locations in India.

Key Skills & Competencies:

• Strong organizational and multitasking abilities.
• Excellent communication and coordination skills.
• Proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace.
• Ability to manage vendors, contracts, and budgets.
• Attention to detail and problem-solving mindset.
• Positive, approachable, and service-oriented attitude.

Qualifications & Experience:

• Bachelor's degree in business administration, Management, or related field.
• 24 years of experience in office administration, facilities management, or similar roles.
• Prior experience in vendor management, travel coordination, and employee engagement preferred.