Job Description Admin Executive

Position : Admin Executive

Experience:3–5 Years

Salary: 25,000 per month

Department: Administration

Reporting To: Admin Manager / Operations Head

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.
- Good negotiation skills.
- Knowledge of procurement processes.
- Ability to multitask and prioritize work.
- Robust 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.

📌 Administration Executive (Hyderabad)
🏢 Hanuma Infra Projects
📍 Hyderabad