Admin Executive

Company Name:- Vensar Constructions Pvt. Ltd.

Job Summary :-
We are looking for a responsible and well-organized Admin Executive with a minimum of 2 years of relevant experience to manage day-to-day office administration, vendor coordination, documentation, facility management and administrative support.

The candidate should be proactive, disciplined and capable of independently handling routine administrative responsibilities while ensuring smooth functioning of the office.

Key Responsibilities :-

• 1. Office Administration
  Manage day-to-day office administration and ensure smooth office operations.

• Maintain office discipline, cleanliness and basic infrastructure.

• Coordinate requirements for stationery, pantry, housekeeping and other office supplies.

• Maintain records of office assets, equipment and inventory.

• Coordinate repairs, maintenance and AMC requirements for office equipment.

2. Vendor & Service Management

• Coordinate with vendors, suppliers and service providers.

• Obtain quotations and prepare basic comparative statements where required.

• Follow up for timely delivery of goods and services.

• Verify administrative bills and supporting documents before forwarding them to Accounts.

• Maintain vendor and service-provider records.

3. Facility Management

• Coordinate housekeeping, office boys, drivers, security and other support staff.

• Monitor electricity, internet, telephone and other utility-related requirements.

• Ensure timely maintenance of printers, computers, ACs, furniture and other office facilities.

• Maintain AMC and service schedules.

4. Documentation & Record Management

• Maintain systematic physical and digital filing of administrative documents.

• Maintain inward/outward correspondence and courier records.

• Prepare letters, notices, internal communications and basic administrative reports.

• Maintain agreements, quotations, invoices, service records and other supporting documents.

5. Staff & HR Administration Support

• Support HR in attendance and leave-related administrative coordination.

• Maintain employee administrative records as assigned.

• Coordinate joining arrangements, ID cards, stationery, workstations and other requirements for new employees.

• Coordinate employee travel, accommodation and local transportation when required.

  6. Project/Site Administration Support

• Coordinate administrative requirements between Head Office and project/site teams.

• Arrange dispatch of documents, materials and office requirements to sites.

• Maintain records of site-related administrative requests.

• Follow up with concerned employees/departments for pending administrative matters.

7. Travel & Meeting Coordination

• Arrange flight/train tickets, hotel bookings and local transportation as required.

• Coordinate meetings and maintain meeting arrangements.

• Assist management with administrative schedules and follow-ups when required.

8. MIS & Reporting

• Maintain daily/weekly Admin Task Tracker.

• Prepare monthly administrative expense and vendor summaries.

• Maintain pending-work and follow-up trackers.

• Escalate delayed or unresolved administrative matters to management.

Qualification:-

• Graduate in any discipline.

• Minimum 2 years of relevant experience in Administration / Office Management.

• Experience in a construction, consultancy, engineering or project-based organisation will be preferred.

Skills Required :-

• Good knowledge of MS Excel, Word, Outlook/Email and Google Workspace.

• Good written and verbal communication skills.

• Vendor management and negotiation ability.

• Good documentation and record-management skills.

• Strong coordination and follow-up skills.

• Ability to handle multiple tasks and priorities.

• Professional communication with employees, vendors and management.

• Basic understanding of bills, quotations and administrative expenses.

• Strong sense of ownership, confidentiality and responsibility.

Preferred Candidate Profile:-

The ideal candidate should be:

• Proactive and solution-oriented.

• Strong in follow-up and coordination.

• Well organised and disciplined.

• Comfortable handling multiple departments and vendors.

• Able to work independently with minimum supervision.

• Capable of maintaining proper documentation and evidence for completed work.
  

• It is a Full Time Recruiter / HR / Admin job for candidates with 2 - 5 years of experience.