Job Description – Admin ExecutivePosition

Admin Executive – Billing, Ticket Booking & Vendor Management

Job Summary

We are looking for a proactive and detail-oriented Admin Executive to manage administrative operations, including bill/invoice generation, travel ticket booking, vendor coordination, documentation, and payment follow-ups. The candidate will be responsible for ensuring smooth day-to-day administrative activities and maintaining accurate records.

Key Responsibilities1. Bill Generation & Documentation

- Generate and process bills, invoices, receipts, and other financial documents accurately.
- Verify billing details, rates, taxes, quantities, and supporting documents.
- Maintain proper records of invoices, bills, purchase documents, and payment details.
- Coordinate with the Accounts team for invoice submission, verification, and payment processing.
- Follow up on pending bills, approvals, and payment-related matters.
- Prepare regular billing and administrative reports using MS Excel.

2. Ticket Booking & Travel Coordination

- Handle flight, train, bus, hotel, and other travel bookings as per company requirements.
- Coordinate travel arrangements for employees, management, clients, and visitors.
- Manage ticket confirmations, cancellations, rescheduling, and refunds.
- Maintain records of tickets, travel itineraries, invoices, and related documents.
- Ensure bookings are made within approved budgets and company travel policies.
- Coordinate with travel agencies and booking vendors for travel requirements.

3. Vendor Management

- Identify, coordinate, and maintain relationships with vendors and service providers.
- Obtain quotations and compare prices, service terms, and delivery timelines.
- Coordinate with vendors for office supplies,



travel bookings, maintenance, housekeeping, courier, and other administrative services.
- Maintain an updated vendor database, including contact details, agreements, quotations, and payment information.
- Monitor vendor performance, service quality, and timely delivery.
- Follow up with vendors regarding pending invoices, payments, service issues, and documentation.
- Support negotiation of rates and terms with vendors when required.
- Coordinate with Accounts and relevant departments for vendor payments and settlements.

4. General Administration

- Manage day-to-day office administration and back-office activities.
- Maintain proper filing and documentation of administrative records.
- Handle emails, correspondence, data entry, and administrative reports.
- Coordinate with HR, Accounts, Operations, and other departments for administrative requirements.
- Maintain confidentiality of company and employee information.
- Assist management with administrative tasks and special assignments.
- Ensure timely completion of assigned tasks and follow company policies and procedures.

Required Skills

- Good knowledge of MS Office, especially Excel and Word.
- Experience in billing/invoice generation and documentation.
- Knowledge of flight/train/bus ticket booking and travel coordination.
- Robust vendor management and negotiation skills.
- Good communication and interpersonal skills.
- Strong attention to detail and accuracy.
- Good follow-up and coordination skills.
- Ability to manage multiple tasks and work within deadlines.
- Basic knowledge of accounting and invoice processes.
- Experience with ERP, billing, or accounting software is an advantage.

Pay: ₹15,000.00 - ₹28,000.00 per month

Work Location: In person

📌 Admin Executive (India)
🏢 CASAGRAND INTERNATIONAL SCHOOL, THIRUVANMIYUR
📍 India