Job Summary We are seeking a highly organized proactive and experienced Administrative Professional to oversee our office s daily operations This role is crucial for ensuring a smooth efficient and cost-effective work environment The ideal candidate will be a strategic thinker with a hands-on approach capable of managing everything from facility operations and vendor negotiations to leading an administrative support team You will be the central point of contact for all office-related needs ensuring compliance managing budgets and implementing procedures that improve our operational efficiency Key Responsibilities1 Facility Operations Management Oversee all day-to-day office administration and ensure the facility is safe clean and fully functional Act as the primary liaison for building management service providers and landlords Manage office space planning including seating arrangements office moves and refurbishment projects Implement and maintain office health and safety protocols to ensure full compliance with all relevant regulations 2 Vendor Procurement Management Manage the procurement of all office supplies furniture IT equipment and pantry items ensuring optimal inventory levels Lead vendor selection negotiate contracts and manage relationships with suppliers e g cleaning security catering stationery travel to ensure cost-effectiveness and high-quality service 3 Logistics Travel Coordination Manage all end-to-end corporate travel arrangements including flights trains visas and ground transportation for employees Handle all accommodation bookings hotels guest houses serviced apartments for travelling staff new hires and visiting guests Coordinate the complete logistics and transportation of materials tools and equipment required for service jobs trials and testing at client sites Act as the administrative backbone for field service and testing teams ensuring they have all necessary resources travel lodging materials for successful job completion 4 Budget Financial Administration Assist in the preparation and management of the annual administrative budget Track all administrative expenses identify cost-saving opportunities and provide regular reports to the finance team and leadership Reconcile administrative budgets and process expense reports 4 Team Stakeholder Management Lead mentor and manage the administrative support team such as receptionists office assistants and support staff Coordinate with IT HR and Finance departments to ensure seamless operational support for all employees Manage internal communications regarding office procedures events or facility updates 5 Process Improvement Support Develop review and implement new administrative policies and procedures to enhance efficiency Oversee the coordination of company events meetings and conferences Manage the company s travel and accommodation booking process ensuring policy compliance Qualifications Skills Must-Haves Experience 5-15 years of progressive experience in office administration administrative management or facility management Education Bachelor s degree in Business Administration Management or a related field is preferred Vendor Management Proven experience in negotiating contracts and managing vendor relationships Financial Acumen Strong experience with budget management and administrative expense tracking Technical Skills High proficiency in the MS Office Suite Word Excel PowerPoint Outlook Leadership Demonstrable experience in leading or mentoring junior administrative staff Soft Skills Exceptional organizational and time-management skills Robust problem-solving and decision-making abilities Excellent verbal and written communication skills Proactive self-motivated and able to work independently Nice-to-Haves Experience in a fast-paced or high-growth company Certification in Office Management e g Certified Administrative Professional - CAP

📌 Senior Executive – Administration (Kerala)
🏢 IROV TECHNOLOGIES PRIVATE
📍 Kerala