Walk in Admin Executive 22-December-Third Party Pay role

Preferred candidate profile

• Graduate
• Experienced (Real estate preferred)
• Location Gurgaon/Noida
• Pay Role - CIEL HR

Role & responsibilities

• Ensure the smooth functioning of day-to-day administrative operations. This includes managing office infrastructure, coordinating with vendors, supporting staff needs, and maintaining compliance with organizational policies.

1. Vendor Management:

• Manage and coordinate with the service providers or its representatives who provides services pertain to day-to-day operationssuch as housekeeping, security, pantry services, courier agencies, office supply vendors, and more.
• Source and evaluate Vendors based on service quality, pricing, and reliability and ensure that the vendors comply with applicable laws, safety norms, and internal policies.
• Monitor daily services (e.g., cleanliness, pantry stock, pest control, security coverage) and conduct periodic performance reviews and share improvement feedback with vendors.
• Shortlisting of new vendor as per the standard comparison process, collecting all the necessary documents from the vendor required for registration and forwarding it to the concerned dept. for registration post the necessary approvals from Admin Manager.

1. Invoicing and Billing

• Ensure accurate, timely, and compliant processing of invoices and billing-related documentation for admin vendors and service providers.
• Route verified invoices through the internal approval chain and process. Maintain a tracker for invoice status.
• Follow up with finance dept. for the pending vendor payments.

1. MIS Reporting

• Maintain a

  site expense tracker

  categorized by various cost head - e.g. SO, MK, CU, PM etc.
• Obtain deep understanding of AOP Vs actual expenses. In the process compare actual expenses against approved budgets and flag deviations by Identify over spending.
• Ensure that the planned budgets align with actual expenditures throughout the year.

1. Event Management

• Planning, coordinating, and executing internal and external events. This includes managing logistics, vendor coordination, budgeting, and ensuring smooth delivery of events aligned with organizational goals and brand standards.
• Prepare event calendars and maintain a tracker for upcoming activities and circulate its invites, posters, and internal communication.
• Ensure all required approvals are inline.
• Ensure all events comply with site safety protocols and emergency procedures.

1. Office Inventory and Supplies:

• Maintain an up-to-date record for all consumables and equipment. Daily or weekly checks to track consumption and usage trends.
• Prepare monthly consumption reports and ensure the procurement are done as per standard SOP and in line with the allotted budgets.

1. Manpower Management

Responsible for overseeing and coordinating the deployment, attendance, and verification of outsourced manpower resources such as:

• Security personnel

• Housekeeping (HK) staff

• Pantry boys/maids

• Bike riders/logistics support.

  This includes both

  Sales

  and

  Project Office

  .

1. Employee Grievance Handling

• Act as the first point of contact for employee complaints, concerns, or conflicts and investigate issues impartially and document findings.
• Address day-to-day concerns related to facilities, hygiene, or working conditions.
• Coordinate with HR or legal teams for escalated matters or disciplinary actions.
• Share insights with management to improve workplace culture and reduce attrition

1. Compliance & Safety

• Ensure adherence to workplace safety, hygiene, and administrative policies.
• Support audits and inspections by maintaining required documentation