Administrative Officer

Job Description

About the organisation Trade Promotion Council of India(TPCI) is an apex trade and investment promotion organization notified in the Foreign Trade Policy. TPCI is also recognized and supported by the Department of Commerce, Govt. of India. We work towards facilitating the growth of Indian industry with global investment & trade opportunities. The Council provides strategic guidance to expand Indian businesses internationally, organizing specialized business events and offering policy suggestions based on comprehensive research and stakeholder inputs. Position Title: Admin Executive Department: Administration Reports To: Senior Management Key Responsibilities: 1. Office & Estate Management Ensure smooth functioning of office infrastructure and estate facilities. Oversee general administrative functions including housekeeping, security, and office upkeep. Manage office supplies, utilities, and maintenance schedules to ensure operational efficiency. 2. Asset & IT Management Maintain an up-to-date inventory of IT and non-IT assets. Coordinate IT troubleshooting, maintenance, and liaise with IT service providers for timely resolution. 3. Vendor & Government Liaison Manage vendor relationships including selection, negotiations, and performance monitoring. Coordinate with local authorities and government departments for licenses, permissions, and compliance-related matters. 4. Customer Relations Address and resolve customer complaints within defined turnaround times (TAT), ensuring high satisfaction levels. 5. Legal & Statutory Compliance Ensure compliance with legal, statutory, and regulatory requirements relevant to administrative operations. Coordinate with legal advisors for contracts, agreements, and compliance matters. 6. Expense & Budget Management Supervise and process non-project administrative expenses. Monitor and control budgets for administrative functions, ensuring optimal cost-efficiency. 7. Travel Desk Management Oversee travel arrangements for staff including ticketing, accommodation, and reimbursements. Manage personal travel logistics for the Chairman, ensuring seamless coordination and adherence to protocols. 8. Employee Conduct & Discipline Monitor and address behavioral and non-compliance issues in coordination with HR and management. Promote a professional and productive workplace culture. 9. Reporting & Documentation Prepare and submit regular reports to senior management detailing administrative activities, expenditures, and issues. Maintain records of all administrative and compliance-related documentation. 10. Government & Institutional Coordination Facilitate effective liaison with government bodies for representation, permissions, and promotional activities on behalf of the organization. Key Skills & Personal Attributes: Managerial skills and Organizational Ability: Proactive in managing people, processes, and tasks with a focus on results. Communication & Negotiation: Strong interpersonal and negotiation skills for effective internal and external collaboration. Problem Solving: Ability to anticipate issues and resolve them efficiently and independently. Detail Orientation: Precision in documentation, compliance, and follow-up processes. Accountability & Reporting: Competence in presenting accurate, timely updates to management. Show more Show less