Senior Administration Executive

About the Position:

Role: Senior Executive - Administration

Job Location: Gurgaon (5days-Office)

Reports to- Senior Manager-Administration

Key Responsibilities

1. Office & Facility Management

• Supervise overall office maintenance, housekeeping, security, and infrastructure upkeep.
• Coordinate with building management and vendors for facility-related issues.
• Ensure availability and functionality of office utilities (electricity, water, internet, AC, etc.).
• Monitor compliance with health, safety, and environmental regulations.

2. Travel & Logistics

• Handle travel arrangements (flights, hotels, transportation) for employees and management.
• Manage travel expense tracking and ensure policy compliance.
• Coordinate logistics for company events, meetings, and conferences.

3. MIS Reporting & Documentation

• Prepare and maintain regular MIS reports on admin expenses, procurement status, and vendor performance.
• Maintain accurate records of office assets, inventory, and consumables.
• Present data-driven insights to management for decision-making.

4. Employee & Office Support

• Support HR during new employee onboarding (workspace, ID cards, access setup).
• Manage employee welfare facilities such as cafeteria, pantry, and recreational areas.
• Handle administrative communication and coordination across departments.

5. Vendor & Procurement Management

• To plan monthly meeting with admin-related services providers/panters (housekeeping, courier, stationery, security, travel, etc.).
• Prepare and process purchase requisitions, quotations, and purchase orders.
• Negotiate pricing, terms, and service levels with vendors to ensure cost efficiency.
• Maintain vendor database, contracts, and AMC schedules.
• Track procurement budgets and ensure timely payments to vendors.
• Coordinate with finance Team for ensuring timely payment for the partners

Job Requirements

• Post graduate ( MBA and experience in IT services/tech background preferably).

• A high level of 3plus years of experience in Administration & Facility.

• Good Experience in Travel Management, Vendor Management, Travel Desk management (flight, hotel, transport bookings).

• Strong Negotiation and vendor management skills.

• Proficiency in MS Excel (MIS reporting, inventory tracking, and bill processing)

• Basic understanding of Procurement and cost control

• Excellent communication and coordination skills

• Good exposure to hard and soft facilities (lighting, events, housekeeping, security)

• Ability to multi-task, prioritize, and meet deadlines in a fast-paced environment