Admin Executive

Admin Executive – Job Description

Job Description – Admin Executive

Purpose of the Role

To manage end-to-end administrative, facility, liaison, and vendor-related responsibilities, ensuring smooth office operations, compliance, cost control, and support to HR, Finance, and Management.

Key Responsibilities

1. Documentation & Record Keeping

• Maintain accurate and systematic records of documentation and files pertaining to Finance and HR.

• Create, update, and control master copies of organizational policies and procedures as per management requirements.

• Maintain MIS records, admin bills, and petty cash handling up to ₹1,000, along with supporting reports.

• Handle rent agreement renewals and maintain all related legal documentation.

2. Office Administration & Employee Support

• Manage overall office administration and official correspondence with effective cost control as per approved budgets.

• Issue and manage stationery, ID cards, uniforms, visiting cards, and other employee facilities.

• Arrange and coordinate training programs, meetings, and training room bookings with prior approval from the AGM.

• Maintain daily attendance of non-payroll staff and records of current and exited employees.

• Carry out administrative tasks assigned by AGM / WM / BM and the Assistant Manager – HR from time to time.

3. Facilities, Infrastructure & Safety Management

• Manage housekeeping, security, facility management, event management, and asset management for Pune locations.

• Ensure effective AMC management for office equipment and facilities.

• Conduct regular infrastructure, facility, and safety audits.

• Identify maintenance, repair, and improvement requirements and coordinate timely execution.

• Ensure compliance with fire, safety, and statutory norms within office premises.

• Document audit observations, corrective actions, and closure status.

• Conduct continuous location visits for monitoring and compliance:

  • Once every week: Hadapsar Service, Bhosari Service, Fatima Nagar Showroom, Chinchwad Showroom

  • Once every month: Baramati Location

4. Security, Transport & Asset Management

• Handle responsibilities related to security services and material transport (stationery, uniforms, ID cards, etc.).

• Maintain accurate asset records, monitor usage, and ensure proper upkeep.

5. Vendor & Contract Management

• Search, evaluate, and finalize vendors including quotation collection and comparative analysis.

• Review, verify, and maintain vendor agreements and contracts.

• Negotiate commercial and service terms where required.

• Ensure vendors meet agreed service quality and brand standards.

• Renew vendor contracts before expiry to avoid service disruption.

• Conduct periodic vendor performance evaluations and maintain documentation.

6. Liaison & Government Coordination

• Coordinate and liaise with local authorities and statutory bodies.

• Schedule and attend meetings with government and regulatory departments.

• Submit required applications, reports, and compliance documentation.

• Obtain necessary approvals, licenses, and renewals in a timely manner.

• Resolve pending administrative and compliance-related issues.

• Maintain records of all official communications and approvals.

7. Insurance Management

• Update and maintain Group Accident Insurance policies.

• Manage and renew vehicle insurance for company-owned vehicles.

8. Event Coordination & Stationery Management

• Coordinate and manage internal events, trainings, meetings, and official functions.

• Plan logistics, vendor coordination, and administrative support for events.

• Manage office stationery requirements including indenting, ordering, stock control, and distribution.

• Ensure timely availability of stationery as per departmental needs and approved budgets.

9. Audit & Compliance Support (DQA / DISHA)

• Support preparation and coordination for DQA and DISHA audits.

• Maintain and update audit-related documentation, checklists, and compliance records.

• Coordinate with internal teams to close audit observations within defined timelines.

• Ensure readiness and adherence to brand, process, and compliance standards during audits.

• It is a Full Time Recruiter / HR / Admin job for candidates with 1 - 2 years of experience.