Administration Executive

Position: Admin / Administration & Facility Management

Location: HSR Layout, Bangalore

Role Summary

Looking for an experienced Admin / Facility Management professional who can independently manage end-to-end office administration and workplace operations. The person will be responsible for vendors, facilities, AMC, statutory compliance, security, housekeeping, inventory, assets, travel and administrative expenses.

The ideal candidate should be hands-on, proactive, cost-conscious and strong in vendor coordination/negotiation, with the ability to resolve day-to-day operational issues independently.

Core Responsibilities

1. Vendor Management

• Identify, evaluate and onboard vendors.

• Negotiate commercials, SLAs and service terms.

• Monitor vendor performance, quality and costs.

• Maintain vendor contracts and documentation.

• Track renewals and compliance.

2. Facility & AMC Management

• Manage office infrastructure and facility maintenance.

• Handle AMCs for equipment and infrastructure.

• Track preventive maintenance and renewal dates.

• Coordinate repairs and breakdown resolution.

3. Compliance & Safety

• Coordinate lift, electrical, fire and building-related compliance.

• Handle labour-law-related administrative requirements.

• Coordinate audits, inspections and certifications.

• Ensure corrective actions are completed.

4. Housekeeping & Security

• Manage housekeeping teams/vendors.

• Monitor cleanliness, hygiene and sanitation.

• Manage security guards/agencies.

• Handle visitor management and access control.

5. Fire & Emergency Management

• Maintain fire-safety equipment and records.

• Coordinate fire drills and safety checks.

• Ensure emergency preparedness.

• Track servicing of fire extinguishers and safety systems.

6. Power Backup

• Manage DG/generator, UPS and backup systems.

• Monitor servicing, testing and preventive maintenance.

• Track fuel consumption.

• Coordinate emergency breakdowns.

7. Office Supplies & Pantry

• Manage stationery procurement and inventory.

• Maintain Welcome Kits and company T-shirt inventory.

• Manage pantry/grocery requirements.

• Track consumption and expenses.

8. Travel Management

• Coordinate employee/business travel.

• Handle flights, hotels and local transportation.

• Negotiate/ensure cost-effective bookings.

• Coordinate with travel agencies/vendors.

9. Asset & Inventory Management

• Maintain records of laptops, IT equipment, furniture and other assets.

• Track allocation, movement and recovery.

• Conduct periodic physical verification.

• Manage consumable/non-consumable inventory and stock reconciliation.

10. Bills & Leadership Coordination

• Collect and verify vendor invoices.

• Validate invoices against contracts/services.

• Coordinate approvals and payments.

• Maintain administrative expense records.

• Prepare expense summaries and updates for founders/leadership.