Administration Executive – Facilities

About the role

This is an on-site full-time role for an Admin & Procurement professional located in Pune. The Admin & Procurement role involves managing administrative tasks and procurement processes, including coordinating office activities, monitoring supply levels, and negotiating purchases. This role requires the efficient handling of vendor relationships, ensuring compliance with company policies, and maintaining accurate records. This position also includes providing general support to staff to ensure smooth daily operations.

Qualifications

• Education: Bachelor's degree in Commerce (B.Com) or equivalent.
• Experience: 0–2 years in administrative and office management roles.
• Administrative Skills: Experience in coordinating office operations, handling documentation, and providing day-to-day support to staff.
• Procurement Knowledge: Ability to manage basic procurement processes, monitor supply inventories, and coordinate purchases.
• Vendor & Facilities Management: Strong skills in liaising with vendors, contractors, and service providers to ensure smooth facility operations.
• Record-Keeping & Compliance: Proficiency in maintaining accurate records and ensuring compliance with company policies, safety regulations, and statutory requirements.
• Technical Proficiency: Basic knowledge of MS Office (Word, Excel, PowerPoint) and familiarity with office equipment.
• Soft Skills: Strong communication, organizational, and time-management abilities with attention to detail. Should be able to work with employees to collect inputs, feedback and communicate back actions & ETAs
• Location Requirement: Must be based in Pune for easy daily commute

Roles and responsibilities

• Administrative Support: Assist in day-to-day administrative and facilities management activities to ensure seamless office operations.
• Procurement Coordination: Support procurement activities by preparing purchase requests, tracking orders, and coordinating with vendors for timely deliveries.
• Inventory & Supplies: Monitor office supplies, equipment, and pantry stock; initiate replenishment as needed while optimizing costs.
• Facility Maintenance: Coordinate with vendors for facility upkeep, including cleaning, repairs, and preventive maintenance.
• Record Management: Maintain accurate documentation for procurement, contracts, and facility-related services.
• Internal Coordination: Work closely with internal teams to address operational requirements, facilitate communication, and enhance collaboration.
• Compliance & Safety: Ensure adherence to company policies, workplace safety standards, and statutory compliance for facility operations.
• Support Special Projects: Assist in office relocations, space planning, and other administrative projects as required.
• Employee Satisfaction: Ensure workplace comfort by addressing employee concerns promptly, organizing minor employee engagement activities, and facilitating a positive work environment.
• Travel Desk Management: Coordinate domestic and international travel bookings for employees, including transportation, lodging, and travel documentation, while ensuring budget adherence and smooth travel experiences.

Benefits:

At Calfus, we value our employees and offer a strong benefits package. This includes medical, group, and parental insurance, coupled with gratuity and provident fund options. Further, we support employee wellness and provide birthday leave as a valued benefit.

Calfus Inc. is an Equal Opportunity Employer:

Calfus Inc. is an equal opportunity employer and welcomes candidates from all backgrounds to apply. We encourage applications from individuals with diverse experiences and perspectives, as we believe in the power of a diverse and inclusive workforce to drive innovation and success