Job Title Executive - Admin Summary Role Title Admin executive Division Region Pune Line of business Asset Management Location Pune Part Time Full Time or Fixed Term Contract Full Time Job Classification Operation Maintenance Job Profile Engineering Services ST2 1 2 Reporting Relationships This role will report into Site Manager Role Summary The Administrative Assistant will provide high quality administrative coordination and communication support to the Operations team The role ensures smooth day to day office functioning efficient calendar and travel management vendor coordination and timely reporting The ideal candidate is organized proactive and comfortable managing multiple priorities in a quick paced setting Key Responsibilities Office Calendar Management Manage calendars schedule meetings arrange meeting rooms VC links and coordinate agendas minutes and action trackers Serve as the first point of contact for internal queries route requests to the right stakeholders Travel Expense Support Coordinate domestic international travel flight hotel ground transport visas and travel insurance as per company policy Prepare and submit expense reports and ensure policy compliance and timely reimbursements Documentation Reporting Draft format and proofread letters presentations spreadsheets and reports Maintain shared drives trackers and confidential records NDA files contracts attendance asset lists Procurement Vendor Coordination Raise purchase requests obtain quotations track POs GRNs and liaise with vendors stationery pantry couriers IT accessories etc Monitor deliveries and AMC renewals maintain inventory and cost logs Facilities Events Support Coordinate seating plans access cards meeting room equipment and minor facility issues with Admin IT Plan and execute team events townhalls trainings and visitor logistics Compliance Policy Uphold data privacy information security and travel expense policies Assist during audits with document retrieval and evidence collation Q