Administration Executive

8 hours ago

Ernakulam, India Colliers Full time

Role Overview:

The role involves managing day-to-day administrative functions, coordinating procurement and vendor management, supporting medical equipment service operations, handling financial documentation, and ensuring smooth inter-departmental communication. The position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously.

Key Responsibilities

General Administration

  • Coordinate procurement activities, including collecting quotations, placing purchase orders, and following up with vendors.
  • Manage office utilities, consumables, and stationery purchases.
  • Oversee facility-related activities such as painting, partitioning, fire extinguisher installation, and equipment stands.
  • Liaise with carpenters, electricians, and other service providers for minor civil and maintenance work.
  • Maintain vendor documentation including vendor code creation and compliance submissions.
  • Handle invoice processing, payment coordination, and maintain proper records.
  • Facilitate movement and allocation of office equipment across departments.
  • Coordinate spare parts ordering, tracking, and timely delivery.
  • Support contract management activities with agencies such as KMSCL.
  • Arrange and share calibration reports, tax invoices, and receipts with customers and internal teams.
  • Manage cheque deposits, payment receipts, and courier/logistics of medical tools, spares, and equipment.
  • Ensure proper documentation and compliance for customer requests and service activities.
  • Facilitate cheque deposits and update financial records with the accounts team.
  • Assist in equipment relocation requests and internal communication with the Vision team.

Skills & Competencies

  • Strong administrative and organizational skills.
  • Knowledge of procurement and vendor management processes.
  • Familiarity with service contracts and equipment calibration requirements.
  • Proficiency in handling invoices, receipts, and financial documentation.
  • Ability to coordinate across multiple departments and vendors.
  • Problem-solving skills with hands-on approach to facility and service issues.
  • knowledge of MS Office (Word, Excel, Outlook).

Qualifications & Experience

  • Graduate in Administration / Commerce / Business Management (preferred).
  • 25 years of experience in general administration, service coordination, or operations support.
  • Experience in handling vendor management, procurement, and facility management.Role & responsibilities

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