Administrative Executive

Job Title: Admin Executive

Location: Bangalore

Experience: 3-6 Years

Employment Type: Full-Time, In-Office

Key Responsibilities:

1. Office and Facility Management:

• Oversee the day-to-day office operations, ensuring seamless functioning of all services, including reception, cleaning, security, and office space management.
• Ensure that office facilities are properly maintained and coordinate with maintenance staff or contractors to address any issues with infrastructure, electrical, plumbing, or IT systems.
• Plan and manage office space allocation and seating arrangements to meet organizational growth, ensuring efficient use of available space.

2. Vendor and Contract Management:

• Manage relationships with external vendors for office supplies, IT equipment, janitorial services, security, maintenance, catering, and other office requirements.
• Lead contract negotiations with vendors, ensuring cost-effectiveness, timely delivery, and adherence to service level agreements (SLAs).
• Conduct periodic performance reviews of key vendors to ensure service quality and value for money.
• Prepare, analyze, and maintain reports on office supply stock, purchasing trends, and budget optimization.

3. Budgeting and Cost Optimization:

• Develop, manage, and monitor the administration budget to control costs while ensuring a high standard of office maintenance and employee support.
• Implement cost-saving initiatives without compromising the quality of services or employee well-being.
• Track expenses, prepare cost analysis reports, and work with the finance department for timely payments to vendors.

4. Compliance and Health & Safety:

• Ensure compliance with government regulations and company policies regarding building safety, fire safety, and general health and safety procedures.
• Conduct periodic safety audits and drills (fire, emergency evacuation), and take corrective measures to address any discrepancies.
• Collaborate with HR and management to enforce policies related to workplace ergonomics, safety equipment, and hygiene standards.
• Maintain detailed logs of health and safety incidents and provide regular reports to senior management.

5. Event Management:

• Plan and coordinate company events such as annual meetings, conferences, team-building activities, and corporate retreats.
• Manage all logistics, including venue selection, catering, transportation, accommodation, and technology requirements for company events and meetings.
• Ensure cost control while maintaining high-quality event experiences for attendees.

6. Asset and Inventory Management:

• Maintain and manage an updated inventory of all office assets, including IT equipment, furniture, hardware, and supplies.
• Oversee the procurement of office supplies, ensuring inventory levels are sufficient to meet operational needs without overstocking.
• Develop procedures for tracking and auditing office assets and implementing protocols for asset maintenance, repair, or disposal.

7. Administrative Support:

• Handle company mail, courier services, and communication logs, ensuring proper documentation and timely processing.
• Maintain a database of key contacts, ensuring up-to-date records of vendors, clients, and external stakeholders.

8. Team Leadership and Development:

• Lead and manage the administrative team, including office assistants, clerks, janitors, and receptionists, fostering an environment of teamwork and continuous improvement.
• Provide training and development opportunities for the administrative team to ensure skills development and high performance.
• Monitor the performance of administrative staff, conducting regular performance evaluations, and providing constructive feedback.
• Identify opportunities to streamline and automate administrative processes to enhance office efficiency (e.g., visitor management, procurement processes).

Note: Candidates with a demonstrated ability to thrive in high-pressure environments and contribute to the seamless operation of a fast-paced organization will be given preference.