Administrative Executive

Job Title: Admin Executive (1 year-2years)

Department: Administration

Reports To: Admin Manager / HR Manager

Job Purpose:

To provide all-round administrative and operational support to ensure smooth functioning of the organization. The Admin Executive will assist in office management, vendor coordination, facility maintenance, documentation, and employee support while learning core administrative processes and professional business operations.

Key Roles & Responsibilities:

1. Office Administration & Facility Management:

Oversee day-to-day office operations and ensure a clean, organized, and professional workspace.

Monitor housekeeping activities and coordinate with facility staff for maintenance and upkeep.

Track and maintain stock of stationery, pantry, and housekeeping supplies.

Coordinate with vendors for equipment repairs, AMCs, and utility services.

Manage conference room bookings and ensure readiness for meetings and events.

Assist in office infrastructure arrangements — furniture setup, workstation allocation, etc.

Maintain and update asset records, ID cards, and access systems.

2. Vendor & Purchase Coordination:

Collect quotations, prepare comparison sheets, and support the purchase process.

Maintain vendor contact lists and ensure timely renewals of service contracts and AMCs.

Verify and process invoices, coordinate with finance for payments.

Develop relationships with suppliers to ensure timely and quality service.

3. Travel & Logistics Support:

Assist in booking travel, accommodation, and transportation for employees and guests.

Prepare travel itineraries and track travel reimbursements.

Coordinate pick-up and drop arrangements for visitors and new joiners.

4. Event & Employee Engagement Support:

Support planning and execution of office events, festivals, and celebrations.

Assist in employee engagement and welfare activities (birthdays, welcome kits, team outings, etc.).

Help with arrangements for meetings, conferences, and training sessions.

5. Documentation & Record Management:

Maintain and organize company documents, files, and administrative records.

Handle confidential information with discretion.

Assist in maintaining attendance, leave, and visitor records.

Support in preparation of letters, memos, and reports when required.

6. Communication & Coordination:

Handle incoming calls, emails, and correspondence professionally.

Serve as the point of contact between management, staff, and external vendors.

Provide administrative assistance to various departments as needed.

Support HR in onboarding, induction, and maintaining employee records.

7. Safety, Compliance & Office Standards:

Assist in implementing safety and hygiene protocols within the office.

Ensure all administrative activities comply with company policies.

Help in maintaining insurance and compliance documentation.

8. Continuous Improvement:

Suggest improvements to office processes and efficiency.

Learn and adapt to administrative systems, ERP tools, and workflows.

Take initiative in problem-solving and process enhancement.

Skills & Competencies:

Excellent verbal and written communication skills.

Strong organizational, coordination, and multitasking abilities.

Good knowledge of MS Office (Word, Excel, PowerPoint, Outlook).

High attention to detail and accountability.

Professional, courteous, and service-oriented attitude.

Ability to handle confidential information responsibly.

Eagerness to learn and grow within an administrative function.

Job Types: Full-time, Permanent