Admin Executive

Job Summary

The Admin Executive is responsible for managing day-to-day office administration and ensuring smooth functioning of all administrative activities. The role includes handling office coordination, documentation, vendor management, inventory control, facility support, and assisting management with operational tasks to maintain an efficient and organized workplace.

Key Responsibilities

Administrative Management

• Maintain all office records, files, and administrative documentation.

• Handle incoming and outgoing correspondence, emails, phone calls, and internal communication.

• Prepare reports, MIS, attendance records, and other administrative summaries.

• Manage office supplies and ensure timely procurement of required materials.

• Support management with day-to-day administrative tasks and coordination.

Office Coordination

• Coordinate with different departments to ensure smooth office operations.

• Assist in scheduling meetings, appointments, and internal discussions.

• Maintain office calendars and follow up on pending tasks and approvals.

• Support onboarding of new employees with basic administrative arrangements.

• Ensure proper housekeeping and workplace organization standards are maintained.

Vendor & Facility Management

• Coordinate with housekeeping, security, maintenance, courier, and utility vendors.

• Monitor vendor performance and maintain service records.

• Ensure timely resolution of maintenance and facility-related issues.

• Maintain AMC, service contracts, and vendor documentation.

• Follow up on office repairs, maintenance requests, and service renewals.

Inventory & Asset Management

• Track office inventory, stationery, and consumable supplies.

• Maintain stock registers for office and administrative materials.

• Conduct periodic inventory checks and update records accurately.

• Monitor office assets and ensure proper usage and maintenance.

• Raise purchase requests based on stock requirements and usage trends.

Accounts & Billing Support

• Assist in invoice processing, payment tracking, and expense documentation.

• Maintain petty cash records and office expense statements.

• Coordinate with the accounts team for billing, reconciliations, and payment follow-ups.

• Support monthly expense reporting and documentation.

• Verify vendor bills and ensure proper supporting documents are attached.

Compliance & Documentation

• Maintain statutory records, licenses, and office-related compliance documents.

• Ensure adherence to company policies and administrative procedures.

• Organize and maintain digital and physical filing systems.

• Support audits by keeping records updated and accessible.

• Track renewals of licenses, agreements, and other compliance-related documents.

Front Office & Employee Support

• Greet visitors and direct them appropriately.

• Handle basic front desk responsibilities when required.

• Assist employees with administrative queries and office-related support.

• Coordinate courier dispatches, visitor logs, and reception activities.

• Maintain a professional and welcoming office environment.

Required Qualifications

• Graduate in Business Administration, Commerce, Management, or a related field.

• 1–3 years of experience in office administration, corporate support, facility management, or a similar role.

• Proficiency in MS Office, Google Workspace, and basic administrative tools.

• It is a Full Time Recruiter / HR / Admin job for candidates with 6 months - 2 years of experience.