Admin Executive Assistant

We are looking for Admin Executive Assistant.

The Admin Executive is responsible for ensuring smooth day-to-day operations of the office and factory. This role includes handling administrative support, documentation, employee coordination, procurement of office supplies, and maintaining essential company records. The role requires excellent coordination skills and the ability to manage multiple tasks efficiently.

2. Key Responsibilities

A. Office & Facility Administration

Manage day-to-day office operations, housekeeping, cleanliness, security, and maintenance.

Ensure availability of stationery, consumables, office supplies, pantry items, and basic utilities.

Coordinate with vendors for repairs, maintenance, and facility management activities.

Manage office infrastructure (computers, printers, CCTV, internet, furniture, UPS, etc.) with external support teams.

B. Documentation & Record Management

Maintain and update employee attendance registers, leave records, and access records.

Manage filing, documentation, printing, scanning, and record keeping for all departments.

Ensure proper storage and tracking of contracts, purchase orders, invoices, and company documents.

Support HR in maintaining personal files and compliance documents.

C. Procurement & Vendor Coordination

Identify and negotiate with vendors for office supplies, facility services, and maintenance requirements.

Prepare purchase requests, collect quotations, compare rates, and follow up for deliveries.

Maintain vendor database and evaluate performance for quality and service.

D. Employee Support & Coordination

Assist in onboarding new employees (ID card creation, system allocation, induction coordination).

Coordinate travel arrangements, accommodation, and logistics for staff or management.

Serve as the first point of contact for administrative queries from employees.

E. Operations & Support Activities

Assist the Accounts team by collecting and submitting bills, maintaining petty cash, and daily expense logs.

Support Production/Tool Room teams by arranging admin resources, consumables, or materials when required.

Coordinate with courier partners for dispatch, inward material receipt, and document transfers.

Manage meeting room scheduling, office events, and administrative calendars.

F. Reporting & Compliance

Prepare daily/weekly admin reports (expenses, maintenance updates, material stock).

Ensure compliance with company policies, safety norms, and statutory requirements in facilities.

Support in audits for administration and facility management.

3. Required Skills & Competencies

Strong communication and interpersonal skills.

Good knowledge of MS Word, Excel, Google Sheets, Email, and basic ERP/CRM tools.

Ability to multitask and manage time effectively.

Strong coordination and follow-up skills.

Basic understanding of facility management, vendor management, and documentation processes.

Professional attitude, discipline, and confidentiality.

4. Qualifications

Education: Any Graduate (BCom/BBA/BA/BSc or equivalent).

Experience:

1–4 years in Admin / Front Office / Facility Management roles preferred.

Freshers with good communication can also be considered.

5. Salary Range

Additional allowances: Conveyance, mobile reimbursement, and performance incentives (if applicable).

6. KPIs (Key Performance Indicators)

Timely completion of admin tasks and maintenance activities.

Accuracy of documentation and record keeping.

Vendor performance and cost efficiency.

Employee satisfaction regarding admin support.

Compliance readiness and facility upkeep.

Scanning of Invoices to be send to CA

Kindly review the same and arrange for a candidate on most urgent basis.

Job Type: Full-time

Pay: ₹10, ₹25,000.00 per month

Work Location: In person