Admin & Operations Executive

Job Summary

The Admin & Operations Executive will be responsible for managing day-to-day office administration, employee expense clearance, procurement of office supplies and equipment, maintenance coordination, travel bookings, payment coordination, and administrative documentation. The role requires effective coordination with employees, management, and vendors to ensure smooth office operations and timely completion of administrative tasks.

Key Roles and Responsibilities1. Office Administration

Manage the procurement of daily office essentials, including milk, groceries, stationery, and other office supplies.

Ensure the availability of necessary office materials and supplies.

Coordinate general office maintenance, cleanliness, and upkeep.

Handle printing, photocopying, and other documentation requirements.

Maintain proper filing systems and organize office records.

Expense Management and Employee Reimbursements

Maintain and update records of day-to-day office expenses.

Handle employee expense claims, verification of supporting bills, and expense clearance.

Coordinate with employees regarding missing bills, receipts, or other supporting documents.

Process expense claims for approval and coordinate timely settlement as per company procedures.

Prepare, maintain, and organize expense vouchers and related documentation.

Coordinate with management for expense approvals and maintain records of approved expenses.

Procurement and Vendor Coordination

Purchase computer equipment, accessories, and other office requirements through Amazon or other approved vendors.

Coordinate with vendors for quotations, orders, deliveries, and billing.

Verify bills and invoices against purchases and maintain procurement records.

Ensure purchases are made as per company requirements and approved budgets.

Equipment and Asset Management

Manage the issuance and receipt of company equipment, including computers and accessories.

Maintain records of equipment issued to employees and equipment returned.

Track company assets and update equipment records whenever required.

Coordinate equipment servicing, repairs, and maintenance with vendors or service providers.

Travel and Ticket Bookings

Arrange and book tickets for employees undertaking official travel.

Coordinate travel schedules and booking requirements with employees and management.

Maintain travel booking details, tickets, invoices, and related expense records.

Bills, Payments, and Rental Coordination

Coordinate rental payments and maintain relevant payment records.

Collect, verify, and forward bills and invoices to the concerned personnel for processing.

Track pending bills and payments and follow up with the relevant parties.

Ensure bills, vouchers, and supporting documents are properly maintained and filed.

Coordinate with management and the concerned departments regarding payment approvals and clearances.

Documentation and Record-Keeping

Maintain organized records of office expenses, employee reimbursements, purchases, equipment, rental payments, and vouchers.

Ensure all relevant bills, receipts, invoices, and supporting documents are available for reference and verification.

Maintain physical and digital filing systems for administrative and financial records.

Provide expense statements and administrative records to management whenever required.

Required Skills and Competencies

Good organizational and administrative skills.

Strong attention to detail in expense verification and documentation.

Basic knowledge of expense tracking, vouchers, bills, and invoices.

Good coordination and follow-up skills.

Proficiency in MS Excel, MS Office, email, and online purchasing platforms.

Ability to maintain accurate records and manage multiple tasks.

Good communication skills and a responsible approach to handling company assets and expenses.

Key Performance Expectations

Timely and accurate clearance of employee expense claims.

Proper maintenance of office expense records and vouchers.

Timely procurement of office supplies and equipment.

Accurate tracking of company equipment issued and returned.

Timely coordination of rental payments, bills, and travel bookings.

Proper documentation, filing, and follow-up of pending approvals and payments.

Pay

₹20,000.00 - ₹32,000.00 per month

Benefits

Provident Fund

Work Location

In person