Administration Executive

2 weeks ago

sangli, India proMX Full time

We are looking for a detail-oriented and proactive Administration & Office Executive to manage day-to-day office operations, employee support services, travel coordination, vendor management, and asset maintenance. The role requires strong organizational skills, multitasking ability, and a customer-service mindset to ensure smooth functioning of office administration and a positive employee experience.Key Responsibilities:Office Administration & Facility Management- Handle visa documentation and related formalities.- Manage pantry and office supplies, ensuring timely ordering and stock maintenance.- Oversee utilities (water, electricity, Wi-Fi, mobile connections) and ensure proper functioning.- Monitor Annual Maintenance Contracts (AMC) for services like pest control, coffee machines, and air conditioning, including renewals.- Ensure office cleanliness, hygiene, and safety standards are maintained.- Coordinate with courier companies for asset dispatch to remote employees.- Maintain and update asset records regularly.Travel & Hospitality- Manage domestic and international travel bookings (flights, stays, Airbnb, etc.).- Oversee hospitality arrangements for employees, guests, and events.Employee Engagement & Events- Organize and manage internal office events and celebrations (e.g., Diwali gifting, team events).- Support new joiner onboarding with welcome kits and smooth induction support.- Assist with employee reimbursements, vouchers, and related documentation.Documentation & Support- Scan bills, vouchers, and maintain proper records.- Provide required printouts and document support to employees and management.- Create and manage QR codes for ID cards and business cards.- Support any ad-hoc admin-related tasks as required.Vendor & Procurement Management- Identify, finalize, and coordinate with vendors for new stock items and gifting options.- Oversee sourcing, ordering, and delivery of materials across multiple office locations in India.Key Skills & Competencies:- Strong organizational and multitasking abilities.- Excellent communication and coordination skills.- Proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace.- Ability to manage vendors, contracts, and budgets.- Attention to detail and problem-solving mindset.- Positive, approachable, and service-oriented attitude.Qualifications & Experience:- Bachelor's degree in business administration, Management, or related field.- 2-4 years of experience in office administration, facilities management, or similar roles.- Prior experience in vendor management, travel coordination, and employee engagement preferred.

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