Job Description Job Title : Admin Executive
n Location: Siliguri
n Work Type: Onsite
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n Job Summary
n The Admin Executive will be responsible for managing and coordinating the day-to-day administrative and facility operations of the organization. The role involves ensuring a well-maintained, protected, efficient, and employee-friendly workplace through effective coordination of office facilities, vendors, housekeeping, security, guest house operations, travel arrangements, asset management, procurement, inventory, and administrative documentation.
n The ideal candidate should have strong organizational and coordination skills, attention to detail, and the ability to manage multiple administrative activities efficiently.
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n Key Responsibilities
n 1. Office Administration
n n Manage and ensure the smooth day-to-day administrative operations of the office.
n Ensure cleanliness, hygiene, maintenance, and overall upkeep of office premises.
n Coordinate with housekeeping staff, office support staff, security personnel, guest house staff, and maintenance teams.
n Ensure the uninterrupted availability of essential office utilities, facilities, and supplies.
n Address and resolve day-to-day administrative issues in a timely manner.
n n 2. Facility Management
n n Monitor office infrastructure and identify maintenance requirements.
n Coordinate preventive and corrective maintenance activities.
n Liaise with vendors and service providers for electrical, plumbing, carpentry, HVAC, civil, and other facility-related work.
n Ensure timely resolution of facility and infrastructure-related issues.
n Maintain records of maintenance activities and service requests.
n n 3. Vendor Management
n n Coordinate with vendors and service providers for office maintenance and administrative services.
n Obtain and compare quotations to support cost-effective decision-making.
n Coordinate work orders and monitor vendor performance.
n Ensure timely renewal and maintenance of Annual Maintenance Contracts (AMCs).
n Maintain an updated vendor database and service records.
n n 4. Asset Management
n n Maintain accurate records of company assets.
n Coordinate asset allocation, movement, transfer, and retrieval.
n Conduct periodic physical verification of assets.
n Report damaged,



lost, obsolete, or unusable assets to the concerned stakeholders.
n Ensure proper documentation of asset-related transactions.
n n 5. Procurement & Purchase Support
n n Raise purchase requisitions for administrative requirements.
n Coordinate with vendors for the procurement of office supplies and consumables.
n Obtain quotations and support the procurement process.
n Maintain adequate stock of stationery, pantry items, and other office consumables.
n Ensure timely and cost-effective procurement.
n n 6. Guest House Management
n n Coordinate guest house bookings and room allocation.
n Ensure rooms are clean, maintained, and ready for employees and guests.
n Supervise housekeeping and other guest house-related activities.
n Monitor guest house inventory, supplies, and maintenance requirements.
n Coordinate with guest house support staff and external vendors.
n n 7. Travel & Accommodation Coordination
n n Coordinate employee travel bookings, including transportation and accommodation arrangements.
n Assist with hotel reservations and other travel-related administrative requirements.
n Maintain records of employee travel and accommodation arrangements.
n Provide administrative support for business travel requirements.
n n 8. Security & Workplace Safety
n n Coordinate with security personnel to ensure workplace safety and security.
n Monitor access control systems and CCTV systems, where applicable.
n Support compliance with fire safety and other workplace safety requirements.
n Coordinate safety inspections, mock drills, and other safety-related activities.
n Report and escalate security or safety concerns to the appropriate stakeholders.
n n 9. Inventory Management
n n Maintain inventory records for stationery, pantry supplies, office consumables, and other administrative items.




n Monitor minimum stock levels and initiate timely replenishment.
n Conduct periodic and monthly inventory checks.
n Minimize shortages, wastage, and unnecessary expenses.
n Ensure proper storage and tracking of administrative supplies.
n n 10. Documentation & Record Management
n n Maintain updated records of vendors, AMCs, purchase orders, work orders, and service agreements.
n Maintain administrative, procurement, asset, and maintenance records.
n Prepare regular administrative and facility-related reports.
n Ensure all documentation is properly maintained and updated.
n n 11. Budget & Expense Monitoring
n n Track administrative and facility-related expenses.
n Verify vendor invoices and bills before processing.
n Assist in administrative budget planning and expense tracking.
n Identify opportunities for cost optimization and operational efficiency.
n n 12. Employee & Workplace Support
n n Address and coordinate employee requests related to administrative and workplace facilities.
n Coordinate seating arrangements and workspace requirements.
n Support office events, employee engagement activities, and other organizational initiatives.
n Ensure workplace readiness for new joiners, including seating, basic facilities, and required administrative support.
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n Required Skills & Competencies
n n Office Administration
n Facility Management
n Vendor Management
n Procurement & Purchase Coordination
n Inventory Management
n Asset Management
n Travel & Accommodation Coordination
n Documentation & Record Management
n Proficiency in MS Office, including Excel, Word, and Outlook
n Strong communication and interpersonal skills
n Negotiation and vendor coordination skills
n Strong organizational and time-management skills
n Problem-solving and decision-making abilities
n Ability to multitask and manage multiple priorities
n Attention to detail
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n Educational Qualification
n n Bachelor's degree in any discipline.
n Additional certification or experience in Administration, Facility Management, or a related field will be an added advantage.
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n Experience
n n Prior experience in administration, facility management, office operations, or a related role will be preferred.
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📌 Administrative Executive (Siliguri)
🏢 AIRIQ 365
📍 Siliguri