Admin Executive

Key responsibilities:

1. Purpose

To define the responsibilities, daily activities, controls, and service standards of the Admin Executive for smooth, efficient, and professional administration of an IT setup office.

2. Scope

This SOP applies to the Admin Executive responsible for office administration, facilities coordination, housekeeping, security coordination, vendors, employee support, documentation, assets, and day-to-day workplace operations.

3. Key Responsibilities

A. Daily Office Administration

· Open and inspect the office facilities as per the designated schedule.

· Check reception, work areas, meeting rooms, pantry, washrooms, common areas, and utility areas.

· Ensure adequate availability of stationery, pantry supplies, drinking water, and other office consumables.

· Monitor cleanliness, hygiene, lighting, air-conditioning, and general workplace conditions.

· Record and follow up on all operational issues until closure.

B. Housekeeping Management

· Conduct daily rounds with the housekeeping supervisor.

· Ensure cleaning is carried out as per the approved cleaning schedule.

· Check washrooms, pantry, workstations, meeting rooms, and common areas.

· Ensure cleaning materials and consumables are available.

· Monitor housekeeping staff attendance, grooming, uniform, and performance.

· Coordinate periodic deep-cleaning activities.

· Maintain housekeeping inspection/checklist records.

C. Facility & Maintenance Coordination

· Report electrical, plumbing, HVAC, civil, carpentry, furniture, and other facility-related issues.

· Coordinate with maintenance vendors and technicians.

· Track complaints from reporting to closure.

· Maintain a preventive maintenance schedule for critical equipment and facilities.

· Verify completed work before closing the complaint.

· Escalate critical breakdowns immediately to the Facility Manager/Management.

D. Security Coordination

· Coordinate with the security supervisor for access control and visitor management.

· Ensure security staff follow the approved deployment and duty schedule.

· Monitor visitor entry/exit procedures.

· Ensure delivery personnel and contractors follow access protocols.

· Report security incidents immediately.

· Maintain records of incidents, visitors, and important security observations.

E. Vendor Management

· Coordinate with housekeeping, security, pest control, maintenance, pantry, stationery, courier, and other vendors.

· Ensure vendors report as per schedule.

· Verify vendor manpower attendance and service quality.

· Maintain vendor service reports and work completion records.

· Check invoices against actual services/manpower before forwarding for approval.

· Escalate repeated service failures to the Facility Manager.

F. Pantry & Consumables

· Monitor stock levels of tea, coffee, sugar, drinking water, tissues, toiletries, cleaning materials, stationery, and other consumables.

· Maintain minimum and maximum stock levels.

· Raise purchase/indent requests before stock reaches the minimum level.

· Check received materials against purchase orders/approved requirements.

· Maintain stock and consumption records.

G. Meeting Room & Workplace Readiness

· Ensure meeting rooms are clean and ready before scheduled meetings.

· Check chairs, tables, display screens, cables, lighting, AC, and other basic requirements.

· Coordinate with IT/AV support for technical issues.

· Ensure meeting rooms are restored after use.

H. Attendance & Manpower Coordination

· Monitor attendance of outsourced facility staff such as housekeeping, security, pantry, and support staff.

· Check punctuality, uniform, grooming, and deployment.

· Report absenteeism and arrange replacements through the concerned vendor.

· Maintain daily manpower records.

· Coordinate with HR/vendor representatives for attendance-related issues.

I. Courier & Mail Management

· Receive and record incoming courier/mail.

· Ensure proper distribution to the concerned employee/department.

· Maintain courier dispatch records.

· Coordinate with courier agencies for urgent or delayed shipments.

J. Documentation & Reporting

Maintain updated records for:

· Daily administration checklist

· Housekeeping inspection

· Security records

· Vendor attendance

· Maintenance complaints

· Preventive maintenance

· Consumable stock

· Purchase/indent requests

· Incident reports

· Visitor records

· Pest-control reports

· Deep-cleaning reports

· Monthly facility reports

4. Daily Activity Schedule

Start of Day

1. Report to office as per duty timing.

2. Conduct complete facility inspection.

3. Check housekeeping and security deployment.

4. Check washrooms, pantry, reception, meeting rooms, and common areas.

5. Check critical facility issues such as AC, lighting, water, power, and cleanliness.

6. Brief housekeeping/security supervisors regarding priorities.

7. Review pending complaints from the previous day.

During the Day

1. Attend employee/admin requests.

2. Monitor housekeeping and facility services.

3. Coordinate maintenance activities.

4. Follow up with vendors.

5. Monitor consumable stock.

6. Update complaint and service trackers.

7. Conduct periodic facility rounds.

8. Ensure meeting rooms and common areas remain workplace-ready.

End of Day

1. Review pending complaints and unresolved issues.

2. Check facility condition.

3. Verify housekeeping completion.

4. Confirm security deployment for the next shift/day.

5. Update daily reports and trackers.

6. Escalate critical pending issues.

7. Share the daily status report with the Facility Manager/Reporting Manager.

5. Weekly Activities

· Conduct detailed facility inspection.

· Review housekeeping quality and manpower.

· Review maintenance pending list.

· Check consumable stock and consumption.

· Review vendor performance.

· Coordinate weekly deep-cleaning activities where applicable.

· Check preventive maintenance requirements.

· Review safety and security observations.

· Submit weekly facility status report.

6. Monthly Activities

· Prepare monthly facility/admin performance report.

· Review vendor performance and SLA compliance.

· Verify monthly manpower attendance.

· Check inventory and consumable consumption.

· Coordinate scheduled preventive maintenance.

· Review pest-control services.

· Review housekeeping deep-cleaning activities.

· Check statutory/required facility records where applicable.

· Review complaints, recurring issues, and corrective actions.

· Participate in monthly facility review meetings.

7. Complaint Management Process

Every complaint should follow:

Complaint Received → Record Complaint → Assign Vendor/Team → Follow Up → Verify Completion → Close Complaint → Update Tracker

Critical issues affecting business operations, safety, security, electricity, water, HVAC, or employee access must be escalated immediately.

8. Service Standards

The Admin Executive should ensure:

· Office areas remain clean, safe, and functional.

· Complaints are acknowledged promptly.

· Critical complaints receive immediate attention.

· Vendors comply with agreed SLAs.

· Adequate consumables are maintained without unnecessary excess stock.

· Records are accurate and updated.

· Employee/admin requests are handled professionally.

· Recurring issues are identified and corrective action is taken.

9. Escalation Matrix

Issue

First Action

Escalation

Housekeeping issue

Housekeeping Supervisor

Facility Manager

Security issue

Security Supervisor

Facility Manager/Management

Electrical breakdown

Maintenance Vendor

Facility Manager

HVAC issue

HVAC Vendor

Facility Manager

Plumbing issue

Maintenance Team

Facility Manager

Critical safety issue

Immediately secure area

Facility Manager/Management

Vendor manpower shortage

Vendor Supervisor

Facility Manager

Stock shortage

Raise indent/purchase request

Admin/Facility Manager

Major employee complaint

Record & coordinate

Facility Manager/HR

10. Key Performance Indicators (KPIs)

· Housekeeping quality score

· Complaint closure percentage

· Complaint response time

· Vendor SLA compliance

· Facility uptime

· Consumable availability

· Manpower attendance compliance

· Preventive maintenance completion

· Audit/inspection compliance

· Employee/admin satisfaction

· Accuracy and timely submission of reports

11. Professional Conduct

The Admin Executive must:

· Maintain confidentiality of company information.

· Communicate professionally with employees, vendors, and visitors.

· Follow company safety and security policies.

· Avoid unauthorized commitments to vendors.

· Maintain proper documentation for all purchases and services.

· Ensure no conflict of interest in vendor dealings.

· Escalate issues honestly and without delay.

· Maintain a professional appearance and workplace discipline.

12. Daily Checklist

☐ Office facility inspection completed

☐ Housekeeping deployment checked

☐ Security deployment checked

☐ Washrooms inspected

☐ Pantry inspected

☐ Meeting rooms checked

☐ AC/HVAC checked

☐ Lighting/electrical systems checked

☐ Drinking water availability checked

☐ Consumable stock checked

☐ Pending complaints reviewed

☐ Vendor activities monitored

☐ Maintenance issues followed up

☐ Daily report updated

☐ Critical issues escalated

13. Reporting

The Admin Executive shall report to the Facility Manager / Admin Manager / Site Operations Manager, as applicable, and submit daily, weekly, and monthly reports within the prescribed timelines.

Objective: Maintain a clean, safe, efficient, compliant, and employee-friendly IT workplace while ensuring uninterrupted administrative and facility support.

• It is a Full Time Housekeeping job for candidates with 1 - 3 years of experience.