Admin Executive

About Us

Xpanse Coffee is a dynamic and innovative coffee brand born in Goa & being bought up in India, committed to revolutionizing the way India experiences coffee. We bridge the gap between premium quality and affordability, offering a range of beverages tailored to modern, fast-paced lifestyles.With a focus on convenience, technology, and sustainability, Xpanse Coffee caters to young professionals, students, and coffee enthusiasts who value exceptional taste and seamless service. Our mission is to make high-quality coffee accessible to everyone, be it through our thoughtfully designed stores, robust delivery network, or cutting-edge technology platforms.

Job Summary - Admin Executive

The Admin Executive will be responsible for managing front office operations, ensuring smooth administrative support, overseeing company accommodation and assets, and assisting the HR team with employee documentation, onboarding, and exit formalities. The role requires a highly organized and approachable individual who can maintain confidentiality, handle employee and vendor coordination, and support efficient day-to-day operations of the company.

Key Responsibilities

1) Educational & Professional Requirements

• High school diploma or equivalent; additional education in Business Administration or related field is a plus.
• Proven experience in a receptionist, administrative, or HR support role, preferably in a corporate office or hospitality setting.

2) Reception & Front Office Management

• Greet and welcome visitors, clients, and employees with a professional and friendly demeanour.
• Manage incoming calls, emails, and other communications, routing them to the appropriate department or personnel.
• Maintain a tidy and organized reception area, ensuring a positive first impression.
• Handle guest check-ins and issue visitor badges, ensuring security protocols are followed.
• Coordinate and schedule meetings, including room bookings and necessary equipment setup.

3) Administrative & Facility Management

• Monitor and manage office supplies and inventory, ensuring timely orders and availability.
• Manage office equipment and coordinate repairs and maintenance when required.
• Oversee company accommodation provided to associates, ensuring upkeep, cleanliness, and smooth allocation.
• Handle vendor follow-ups to ensure timely service delivery.
• Arrange transportation/vehicle requirements for company operations.
• Track and maintain company assets, ensuring proper usage and return.

4) HR Support & Employee Lifecycle Assistance

• Provide administrative support to the HR team in maintaining employee records with accuracy and confidentiality.
• Assist in onboarding new employees by:
• Collecting and verifying joining documents.
• Preparing orientation materials.
• Issuing uniforms and other company assets.
• Support during employee exit by:
• Collecting uniforms and retrieving company assets.
• Coordinating clearance and handover formalities.
• Help in processing leave requests, updating employee databases, and coordinating HR-related communications.
• Support the HR team in implementing HR policies, procedures, and employee engagement initiatives.
• Assist in organizing company events, meetings, and training sessions.

5) Customer Service & Internal Support

• Address and resolve employee and visitor queries in a timely and professional manner.
• Collaborate with other departments to ensure smooth day-to-day office and HR operations.

Desired Skills

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Ability to handle sensitive information with discretion and confidentiality.
• Proficiency in MS Office (Word, Excel, Outlook) and basic record-keeping tools.

Job Type: Full-time

Pay: ₹17, ₹18,000.00 per month

Work Location: In person