Executive Administrator

Job Title:

Role Summary:

Executive – Administration

Key Responsibilities:

A. General Administration

• Ensure daily smooth functioning of the Head Office administrative activities.
• Act as the single point of contact for all facility-related requirements and concerns.
• Maintain cleanliness, hygiene, and maintenance across office premises and Management House.

B. Office Infrastructure & Facility Management

• Coordinate for regular repair, maintenance, and upkeep of office equipment, furniture, and premises.
• Handle AMC contracts, utility services (electricity, water, internet), and liaise with vendors and service providers.
• Monitor security services, pantry services, and housekeeping performance.

C. Stationery & Office Supplies

• Maintain inventory of office stationery and consumables.
• Ensure timely procurement and distribution of materials with cost-efficiency and quality.
• Track and manage usage, wastage, and replenishment schedules.

D. Courier & Dispatch Management

• Handle all incoming and outgoing courier services and logistics for the Head Office.
• Ensure proper documentation, tracking, and timely dispatch/delivery of documents, samples, and parcels.
• Coordinate with courier agencies and ensure service level adherence.

E. Meeting Room & Event Coordination

• Manage bookings and setup of meeting rooms and conference facilities.
• Arrange logistics for internal and external meetings, visitors, interviews, and corporate events.
• Support in organizing company functions, celebrations, and vendor meetings.

F. Admin Records & Budget Monitoring

• Maintain proper documentation of admin expenses, vendor contracts, bills, and approvals.
• Coordinate with Finance for timely invoice processing.
• Track and report monthly administrative expenses against the approved budget.

Key Requirements:

• Education:

  Graduate in any discipline; Diploma in Facility Management / Administration preferred.

• Experience:

  Minimum 5 years of relevant experience in handling corporate admin functions.

• Skills & Competencies:

• Strong organizational and time management skills.
• Hands-on experience with vendor management, office maintenance, and logistics.
• Good communication skills and ability to coordinate with multiple stakeholders.
• Working knowledge of MS Office and familiarity with basic admin software/systems.

Desirable Traits:

• Experience in managing administration for Pharma HO or similar regulated industry.
• Proactive approach with problem-solving skills.
• Ability to multitask and independently manage priorities.
• Service-oriented mindset with attention to compliance and internal customer satisfaction.