Executive Admin

Responsible for handling all administrative tasks and to ensure smooth functioning and overall maintenance of the office in all administrative aspects.

KEY RESPONSIBILITIES

• Facilities, Safety & Maintenance Operations Focuses on physical office maintenance, building management, safety protocols, and daily infrastructure support. ● Cleanliness & Hygiene: Monitor and ensure the facility is maintained in proper, hygienic, and clean conditions. ● Infrastructure & Systems Upkeep: Maintain air conditioners, fire and electric panels, security systems, and oversee general repairs, refurbishments, and office upkeep. ● Building Coordination: Coordinate directly with building management on structural and maintenance issues. ● Security & Access Control: Maintain entry/exit records, ensure security within office premises, and manage security guard duties. ● Emergency & Crisis Management: Handle routine office emergencies and organize fire drills and safety protocols.
• General Administration & Employee Experience Focuses on front-facing workplace services, logistics, onboarding support, and daily employee conveniences. ● Helpdesk & Resolution: Respond to employee emails, complaints, and requests, providing timely solutions. ● Pantry & Catering: Oversee pantry stock/consumables, pantry staff duties, daily breakfast, and catered lunches for visitors/staff. ● Travel & Logistics: Make inbound and outbound travel arrangements, manage incoming/outgoing couriers, and resolve customs clearances. ● Onboarding & Access Support: Coordinate printing of visiting cards and issuance of ID/access cards to new employees. ● Parking & HR Event Support: Manage parking slot allocations (sharing monthly deduction sheets with HR) and assist HR with company event organization.
• Procurement, Asset & Vendor Management Focuses on supplier relationships, purchasing, inventory control, and lifecycle management of office assets. ● Vendor & Contract Management: Source suppliers, manage vendors, and finalize service contracts. ● Asset Procurement & Tracking: Procure office furniture and equipment, tag assets (DK IDs), update asset registers, and manage store/inventory. ● Stationery Procurement: Source quality office stationery and paper supplies. ● Asset Disposal: Responsibly dispose of outdated or unused office assets.
• Financial Administration & Statutory Compliance Focuses on budget oversight, billing accuracy, legal/regulatory compliance, and sustainability reporting. ● Budgeting & Reforecasting: Submit annual department budgets to Finance, tracking and reforecasting spending throughout the year. ● Purchase Orders & Invoicing: Create POs, review incoming invoices against quality/quantity/SLAs, and submit verified bills to Finance. ● Expense Management & Cab Billings: Handle bookings and submit timely cab/travel bills to Finance. ● Statutory & Government Liaison: Ensure statutory administrative compliance and liaise with telecom providers, government departments, and regulatory agencies. ● Insurance & Sustainability: Manage asset insurance coordination with Finance and drive green compliance reporting, sustainability initiatives, and certifications. ● Any other duties assigned from time to time

KEY SKILLS & KNOWLEDGE

• Degree in office management/ business administration or a related field from recognized institutes/universities
• Proven experience in office administrative role, knowledge of general office practice and business etiquette.
• Strong organizational and time management skills, with the ability to prioritize tasks effectively

Excellent written and verbal communication skills

• Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software applications.
• Detail-oriented and able to maintain a high level of accuracy in data entry and record-keeping.
• Strong social and interpersonal skills.
• Ability to work collaboratively and adapt to a fast-paced and dynamic work environment.
• Proactive and reliable with a passion for administrative excellence
• Self-motivated and ability to work with minimal supervision

11. Ability to work on own initiatives

Ability to work well under pressure

Ability to do multitasking

• Good time management skills, ability to meet deadlines & work to a critical path

Efficient handling & management of resources

Good coordinating and influencing skills

KEY PERFORMANCE INDICATORS

• Handle the general administration of the company, dealing with vendors, looking after housekeeping work and other general admin day-to-day work, security systems and other admin activities.

Pay

₹35,000.00 - ₹45,000.00 per month

Benefits

Provident Fund

Application Question(s)

Which of the following administrative functions have you independently managed in your previous role? (Select all that apply)

Vendor Management & Bill/Invoice Processing

Travel, Hotel & Cab Bookings

Housekeeping, Security & Pantry Supervision

Office Maintenance, AMC & Asset/Inventory Tracking

Front Desk & Event/Meeting Coordination

Experience

Office Administration, Facility Management: 2 years (Required)

Work Location

In person