Executive_Admin & HR

Job Description

Job Title: Executive Admin & HR

Reports To: Director HR / Lead HR

Position Summary

The Executive – Admin & HR will serve as a single point of contact for all office administration and facility-related functions. The role involves managing day-to-day administrative operations including housekeeping, transportation, security, asset management, inventory control, vendor management, and statutory compliance. The incumbent will also assist the HR function with employee welfare activities and support overall operational efficiency within the organization.

Key Responsibilities

1. Office Management & Administration

• Oversee facility security in line with corporate security policies, ensuring the safety of personnel and materials.
• Supervise housekeeping, gardening, and other administrative support services.
• Manage employee transportation and cab arrangements.
• Ensure smooth day-to-day facility operations and address infrastructure requirements.
• Handle vendor management — contract execution, performance tracking, and billing verification.

2. Travel Desk Management

• Manage travel logistics including flight/train/bus bookings, hotel reservations, and local vehicle arrangements.

3. Petty Cash Management & Budgeting

• Handle petty cash disbursements and maintain expense records.
• Prepare and monitor facility-related budgets and ensure cost control.

4. Staff Welfare & HR Support

• Support HR in organizing staff engagement activities, events, and welfare programs.
• Assist HR in administrative coordination for recruitment, onboarding, and other employee-related processes.

5. Coordination & Management

• Act as liaison between executives and internal/external stakeholders.
• Support senior management with meeting arrangements and appointments.
• Manage inventory of office supplies, pantry items, stationery, and mobile/network connections.
• Identify and onboard new vendors, maintaining up-to-date vendor databases.

6. Reports / MIS

• Prepare and maintain MIS reports related to cost, vendor billing, and facility management.
• Ensure systematic documentation and filing of administrative records.

7. Statutory Compliance

• Ensure timely remittance of statutory payments and adherence to labor laws.
• Manage legal and labor compliance through online compliance tools for the assigned location.

8. Additional Responsibilities

• Cost Optimization: Identify opportunities for operational cost savings and implement improvement strategies.
• Vendor Development & Contract Management: Establish strong vendor relationships, negotiate contracts, and monitor vendor performance to ensure quality and compliance with company standards.

Supervisory Responsibilities

Reports directly to Director HR / Lead HR and supports all day-to-day administrative and HR-related operations to achieve the organization's objectives.

Qualifications

• Graduate in any discipline.
• Postgraduate qualification such as MBA (HR) / MHRM / MSW will be an added advantage.
• Minimum 5 - 8 years of experience in Administration and HR operations within a corporate or manufacturing setup.

Required Skills

• Excellent written and verbal communication skills in English.
• Strong knowledge of administrative operations including budgeting and cost management.
• Effective collaboration across all organizational levels in a multicultural environment.
• Self-driven and process-oriented, with a focus on quality improvement.
• Strong interpersonal and teamwork skills, with the ability to step in and support peers proactively.
• Proficient in MS Office and documentation/reporting tools.

Physical Demands

• Occasional local travel may be required for vendor visits or administrative needs.