Admin Executive

2 weeks ago

Chennai, Tamil Nadu, India Illumine LLC Full time ₹ 3,00,000 - ₹ 4,50,000 per year

The Big Picture

The Admin Executive will play a vital role in providing administrative support to ensure the smooth operation of daily business activities. This entry-level position involves a range of tasks related to Facilities Management, Procurement & Vendor Management, documentation, and coordination.

What you can expect as a Admin Executive at Illumine-i:

1. First Impression:

Appearance and Personal Presentation:

  • You shall dress appropriately and maintain personal hygiene.
  • You shall display positive body language and non-verbal cues.
  • You'll use a friendly and welcoming tone in communication.

Communication Skills:

  • You'll articulate thoughts and ideas effectively.
    • You'll practice active listening to understand others.

Punctuality:

  • You'll arrive on time for meetings or appointments.

2. Facility Management:

Facility Planning and Strategy:

  • You'll develop long-term facility plans aligned with organizational goals.
  • You'll assess current and future space requirements.
  • You'll provide input into strategic decisions related to facilities.

Space Management:

  • You'll optimize space usage for productivity and efficiency.
  • You'll plan and coordinate office layouts, relocations, and expansions.
  • You'll monitor and manage occupancy levels.

Maintenance and Operations:

  • You'll oversee routine maintenance of facilities and systems.
  • You'll schedule and coordinate repairs and upgrades.
  • You'll implement preventive maintenance programs.

Environmental Sustainability:

  • You'll develop and implement sustainability initiatives.
  • You'll manage waste reduction and recycling programs.
  • You'll implement energy-efficient practices.

3. Procurement & Vendor Management:

Sourcing Suppliers:

  • You'll identify and evaluate potential suppliers.
  • You'll conduct market research and maintain vendor relationships.

Supplier Negotiation:

  • You'll negotiate terms and conditions for advantageous agreements.
  • You'll obtain competitive bids and analyze proposals.

Contract Management:

  • You'll draft, review, and manage contracts ensuring compliance.
  • You'll monitor contract performance and address issues.

Cost Management:

  • You'll analyze costs and recommend cost-saving strategies.
  • You'll develop and implement cost reduction strategies.

Risk Management:

  • You'll identify and mitigate potential risks in the supply chain.
  • You'll monitor and manage risks associated with suppliers.

Compliance:

  • You'll ensure procurement activities comply with laws and regulations.
  • You'll stay informed about changes in legislation affecting procurement.

Quality Assurance:

  • You'll collaborate to establish quality standards for products and services.
  • You'll monitor and evaluate supplier performance in terms of quality.

Order Processing:

  • You'll process purchase orders and ensure timely delivery.
  • You'll track and manage inventory levels to avoid shortages or overstock.

Documentation:

  • You'll maintain accurate records of procurement activities.
  • You'll prepare reports on procurement metrics and performance.

Collaboration:

  • You'll work closely with other departments for smooth coordination.
  • You'll collaborate with internal stakeholders to understand their needs.

Essential Qualifications include:

  • Bachelor's or associate degree with 0-2 years of relevant experience
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook).
  • Strong organizational and multitasking skills.
  • Excellent verbal and written communication skills.
  • Ability to work independently and collaboratively in a team.
  • Basic knowledge of office equipment and procedures.

Great to have:

  • Creative and being able to work with cross-functional teams

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