Facility and Administration Executive - Senior

Role & responsibilities

Key Responsibilities

Looking for very proactive person.

1. Insurance Management

• Manage and renew all company insurance policies (office, assets, vehicles, group medical, life, WC, etc.).
• Coordinate with insurance brokers/companies for quotations, claims, endorsements, and documentation.
• Maintain an updated insurance tracker with policy details, due dates, and coverage.
• Ensure timely addition/deletion of employees in group insurance and share communication with HR and employees.

2. Facility & Office Maintenance

• Ensure overall cleanliness, hygiene, and housekeeping standards across all office areas.
• Supervise housekeeping staff, security, pantry, and other facility vendors.
• Coordinate regular preventive maintenance of office infrastructure, electricals, HVAC, CCTV, fire safety systems, and other utilities.
• Monitor and maintain office ambiance, seating arrangements, signage, and meeting room readiness.

3. Admin Operations & Asset Management

• Maintain asset register for laptops, desktops, mobile devices, access cards, furniture, and other company assets.
• Oversee asset issuance, movement, return, and disposal as per company policy.
• Manage office supplies, stationery, pantry stock, and admin-related purchases, including vendor evaluation and negotiations.
• Handle AMC contracts and service agreements related to admin and facility services.
• Ensure compliance with office-related statutory norms (fire safety, building regulations, etc.) in coordination with relevant stakeholders.

4. Event & Engagement Support

• Plan and execute in-office events such as festivals, birthdays, town halls, engagement activities, and trainings.
• Coordinate logistics for external trainings, conferences, and company events.
• Support HR in welfare and wellness initiatives from an admin/facilities perspective.

5. HR Support Onboarding & Joining Formalities

• Coordinate with HR for new joiner readiness (workstation, IT assets, access cards, visiting cards, seating, welcome kit, etc.).
• Ensure smooth joining day experience reception coordination, access, basic office briefing, facility tour.
• Support HR with documentation logistics (forms, ID cards, photographs, biometric/attendance setup, etc.).
• Facilitate arrangements for induction programs and onboarding sessions.

6. Travel & Logistics

• Manage employee travel bookings (flights, trains, cabs, hotels) as per policy in cordination with Head office.
• Coordinate local transport for office guests, candidates, and senior management.

7. Vendor & Cost Management

• Identify, evaluate, and manage vendors for housekeeping, security, maintenance, office supplies, and events.
• Negotiate rates, finalize contracts, and monitor vendor performance.
• Track admin and facility budgets and ensure cost-effective operations.

Qualifications & Experience

• Graduate in any discipline; MBA/PG in Administration/Operations preferred.
• 5-8 years of experience in administration and facility management; exposure to HR onboarding support and insurance handling is an added advantage.
• Experience in managing vendors, facilities, and office infrastructure in a corporate environment.

Skills & Competencies

• Strong coordination and multitasking skills.
• Good knowledge of office administration, housekeeping and maintenance practices.
• Basic understanding of insurance processes and documentation.
• Proficiency in MS Office (Excel, Word, PowerPoint) and email communication.
• Excellent communication and interpersonal skills.
• High sense of ownership, integrity, and attention to detail.
• Customer-service orientation with a focus on employee experience.