Job Summary

We are looking for a proactive, organized, and responsible Admin Executive to manage the company's day-to-day administrative operations. The ideal candidate will coordinate with vendors, supervise housekeeping and office maintenance, manage external office-related work, support new office setup activities, and ensure smooth functioning of all administrative processes.

Key Roles & Responsibilities

1. Office Administration

· Manage the daily administrative activities of the office.

· Ensure smooth functioning of office operations.

· Maintain office discipline and cleanliness.

· Coordinate with all departments for administrative support.

· Maintain administrative records, registers, and documentation.

2. Vendor Coordination

· Identify and coordinate with vendors for office requirements.

· Obtain quotations and negotiate pricing.

· Follow up on deliveries and service schedules.

· Monitor vendor performance and service quality.

· Ensure timely invoice collection and submission to Accounts.

· Maintain vendor database and agreements.

3. External Office Work

· Handle all outside office activities.

· Coordinate with government departments whenever required.

· Visit banks for administrative work.

· Coordinate courier, logistics, and parcel dispatch.

· Handle office purchases and procurement.

· Support statutory and utility-related works.

4. New Office Setup

· Coordinate complete office setup activities.

· Arrange furniture, workstations, and office equipment.

· Coordinate electrical, internet, CCTV, and telephone installations.

· Supervise branding, signage, and interior works.

· Ensure office readiness before occupancy.

· Coordinate with contractors and service providers.

5. Housekeeping Management

· Supervise housekeeping staff.

· Maintain office hygiene and cleanliness.

· Ensure pantry management.

· Monitor housekeeping schedules.

· Maintain washrooms, meeting rooms,



and common areas.

· Ensure adequate stock of cleaning materials and pantry supplies.

6. Asset Management

· Maintain inventory of office assets.

· Track laptops, desktops, printers, furniture, and accessories.

· Coordinate repairs and preventive maintenance.

· Maintain asset issue and return records.

7. Procurement & Inventory

· Purchase office stationery and consumables.

· Maintain stock registers.

· Avoid shortages by planning inventory.

· Coordinate with suppliers for timely replenishment.

8. Facility Management

· Coordinate maintenance of electrical, plumbing, HVAC, and office infrastructure.

· Arrange AMC services for office equipment.

· Ensure uninterrupted utility services.

· Handle emergency maintenance issues promptly.

9. Travel & Logistics

· Arrange travel bookings for employees.

· Coordinate hotel accommodations.

· Manage local transportation.

· Coordinate vehicle servicing and fuel records if company vehicles are available.

10. Documentation

· Maintain vendor agreements.

· Maintain office licenses and administrative files.

· Keep digital and physical records updated.

· Prepare monthly administration reports.

11. Employee Support

· Provide administrative support to employees.

· Coordinate seating arrangements.

· Issue ID cards and access cards where applicable.

· Arrange meeting rooms and office events.

12. Budget Control

· Track monthly administrative expenses.

· Compare vendor quotations.

· Optimize operational costs.





· Submit expense reports to management.

13. Compliance

· Ensure compliance with company administrative policies.

· Maintain safety standards within the office.

· Coordinate fire safety and emergency preparedness activities.

· Ensure statutory compliance related to office administration.

Required Skills

· Excellent communication and coordination skills.

· Strong vendor management abilities.

· Positive negotiation skills.

· Knowledge of procurement processes.

· Ability to multitask and prioritize work.

· Strong documentation and reporting skills.

· Good knowledge of Microsoft Excel, Word, and Outlook.

· Problem-solving and decision-making skills.

· Time management and organizational abilities.

Educational Qualification

· Bachelor's Degree in Business Administration, Commerce, or any relevant discipline.

Preferred Skills

· Experience in office setup projects.

· Facility and housekeeping management experience.

· Knowledge of vendor contracts and procurement.

· Experience handling multiple office locations is an added advantage.

Key Performance Indicators (KPIs)

· Timely completion of external office work.

· Effective vendor coordination and cost optimization.

· Office cleanliness and housekeeping standards.

· Timely completion of office setup activities.

· Zero disruption to office operations.

· Timely procurement and inventory availability.

· Proper maintenance of office assets.

· Employee satisfaction with administrative support.

· Compliance with administrative policies and safety standards.

Working Conditions

· Primarily office-based with frequent outdoor visits.

· Local travel for vendor meetings, procurement, banking, and government office work.

· Ability to work under deadlines and manage multiple priorities.

Pay: ₹22,610.73 - ₹25,541.54 per month

Work Location: In person

📌 Admin Executive (India)
🏢 Hanuma Infra Projects
📍 India