Administrative Executive

We are seeking a highly skilled and organized individual to fill the position of Administrative Executive.

The ideal candidate will play a pivotal role in general administration, facility management, event coordination, and liaising with regulatory bodies.

• General Administration & Office Management:
• Procurement & Purchase Coordination:
• AMC Planning & Vendor Coordination:
• Planning & Coordination of Renovation and New Projects:
• Contract Renewal and Car Insurance Management:
• Event & Meeting Coordination:
• Finance and Budgeting Support:
• Facility & Infrastructure Management:
• Reporting and MIS:
• Crisis Management & Emergency Handling:

Main Responsibilities

• Manage and streamline administrative operations to support academic and operational objectives.
• Oversee daily administrative tasks to ensure smooth institutional operations.
• Handle correspondence, emails, phone calls, and official communication.
• Maintain office supplies, equipment, and infrastructure.
• Manage documentation, filing systems, and digital records.
• Identify and evaluate suppliers based on quality, price, and delivery timelines.
• Obtain and compare quotations from multiple vendors for cost-effective purchasing.
• Issue purchase orders (POs) and track their approval process.
• Ensure timely procurement of office supplies, equipment, and required materials.
• Negotiate contract terms, pricing, and service-level agreements (SLAs).
• Maintain strong relationships with vendors and service providers.
• Assess infrastructure requirements and propose renovation or new project plans.
• Coordinate with architects, contractors, and engineers for project execution.
• Ensure projects align with company goals, safety standards, and compliance.
• Create timelines, allocate resources, and oversee project milestones.
• Maintain a database of contracts, including vendor agreements, service contracts, and AMCs.
• Track contract expiration dates and set reminders for renewals.
• Ensure proper documentation of contract terms, conditions, and obligations.
• Maintain records of company-owned and leased vehicles along with their insurance details.
• Track insurance expiry dates and ensure timely renewal to avoid lapses.
• Compare policies and negotiate best rates and coverage with insurers.
• Arrange logistics for guest lectures, corporate events, industrial visits, seminars.
• Coordinate graduation ceremonies, annual functions, and sports activities.
• Facilitate all Beyond Education program activities both on campus and off-site.
• Organize event setups including sound/lights, food, print materials, and stationery.
• Set up sports facilities (badminton, football, volleyball) and purchase sports equipment as needed.
• Assist in budget planning, expense tracking, and financial documentation.
• Handle invoices, and payment processing.
• Manage petty cash, procurement records, and reimbursements.
• Work with the finance department for audits, fund allocations, and expense approval.
• Ensure classrooms, seminar halls, and office spaces are well-maintained.
• Supervise cleaning staff, security personnel, and facility teams.
• Work on improving campus facilities, ensuring accessibility and convenience for students and faculty.
• Monitor infrastructure-related complaints and coordinate maintenance work.
• Manage hostel, transport, and cafeteria operations.
• Prepare monthly, MIS, and statutory reports.
• Handle regular vendor payments.
• Maintain records for cars, generators, photocopiers, stationery, tea/coffee, and visitor logs.
• Implement emergency protocols for medical, fire, or security incidents.
• Maintain emergency contacts and coordinate quick response actions.
• Ensure students and staff are informed about safety policies and evacuation plans.