Administration Executive

Job Title

Experience 2-4 years

KEY RESPONSIBILITIES

1. Office & Facility Administration

• Manage day-to-day office operations including housekeeping, cafeteria services, and facility maintenance
• Coordinate with vendors for office supplies, pantry items, stationery, and consumables
• Oversee facility upkeep including workstations, meeting rooms, and common areas
• Manage pest control, waste management, and general cleanliness standards
• Coordinate with external agencies for AMC (Annual Maintenance Contracts) for equipment and services

2. Vendor & Contract Management

• Identify, onboard, and manage relationships with administrative service vendors
• Negotiate contracts and ensure cost-effective service delivery
• Monitor vendor performance and ensure SLA compliance
• Process vendor invoices and coordinate with finance for timely payments
• Maintain vendor database and documentation

3. Travel & Logistics Coordination

• Arrange domestic and international travel for employees (flight, hotel, transport)
• Process travel expense claims and ensure policy compliance
• Coordinate guest house bookings and visitor arrangements
• Manage employee transportation and vehicle coordination
• Handle courier and logistics services

4. Employee Support Services

• Support employee onboarding with desk setup, ID cards, access cards, etc.
• Coordinate employee accommodation and guest house arrangements
• Facilitate employee events, celebrations, and engagement activities
• Handle employee grievances related to administrative services
• Support HR in maintaining employee records and documentation

5. Compliance & Documentation

• Maintain administrative records, registers, and documentation
• Ensure compliance with statutory requirements (fire safety, electrical safety, etc.)
• Coordinate with regulatory authorities for facility-related inspections
• Prepare MIS reports on administrative expenses and vendor performance
• Support internal and external audits with required documentation