Job Title : Admin Executive /n Location: Siliguri /n Work Type: Onsite /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, safe, 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. /n Key Responsibilities /n 1.

Office

Administration /n /n

- Manage and ensure the smooth day-to-day administrative operations of the office.

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- Ensure cleanliness, hygiene, maintenance, and overall upkeep of office premises.

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- Coordinate with housekeeping staff, office support staff, security personnel, guest house staff, and maintenance teams.

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- Ensure the uninterrupted availability of essential office utilities, facilities, and supplies.

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- Address and resolve day-to-day administrative issues in a timely manner.

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Facility

Management /n /n

- Monitor office infrastructure and identify maintenance requirements.

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- Coordinate preventive and corrective maintenance activities.

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- Liaise with vendors and service providers for electrical, plumbing, carpentry, HVAC, civil, and other facility-related work.

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- Ensure timely resolution of facility and infrastructure-related issues.

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- Maintain records of maintenance activities and service requests.

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Vendor

Management /n /n

- Coordinate with vendors and service providers for office maintenance and administrative services.

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- Obtain and compare quotations to support cost-effective decision-making.

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- Coordinate work orders and monitor vendor performance.

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- Ensure timely renewal and maintenance of Annual Maintenance Contracts (AMCs).

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- Maintain an updated vendor database and service records.

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Asset

Management /n /n

- Maintain accurate records of company assets.

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- Coordinate asset allocation, movement, transfer, and retrieval.

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- Conduct periodic physical verification of assets.

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- Report damaged, lost, obsolete,



or unusable assets to the concerned stakeholders.

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- Ensure proper documentation of asset-related transactions.

/n /n 5. Procurement & Purchase Support /n /n

- Raise purchase requisitions for administrative requirements.

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- Coordinate with vendors for the procurement of office supplies and consumables.

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- Obtain quotations and support the procurement process.

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- Maintain adequate stock of stationery, pantry items, and other office consumables.

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- Ensure timely and cost-effective procurement.

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Guest House

Management /n /n

- Coordinate guest house bookings and room allocation.

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- Ensure rooms are clean, maintained, and ready for employees and guests.

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- Supervise housekeeping and other guest house-related activities.

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- Monitor guest house inventory, supplies, and maintenance requirements.

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- 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.

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- Assist with hotel reservations and other travel-related administrative requirements.

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- Maintain records of employee travel and accommodation arrangements.

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- 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.

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- Monitor access control systems and CCTV systems, where applicable.

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- Support compliance with fire safety and other workplace safety requirements.

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- Coordinate safety inspections, mock drills, and other safety-related activities.

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- Report and escalate security or safety concerns to the appropriate stakeholders.

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Inventory

Management /n /n

- Maintain inventory records for stationery, pantry supplies, office consumables, and other administrative items.

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- Monitor minimum stock levels and initiate timely replenishment.

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- Conduct periodic and monthly inventory checks.

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- Minimize shortages, wastage, and unnecessary expenses.

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- 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.

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- Maintain administrative, procurement, asset, and maintenance records.

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- Prepare regular administrative and facility-related reports.

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- Ensure all documentation is properly maintained and updated.

/n /n 11. Budget & Expense Monitoring /n /n

- Track administrative and facility-related expenses.

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- Verify vendor invoices and bills before processing.

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- Assist in administrative budget planning and expense tracking.

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- 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.

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- Coordinate seating arrangements and workspace requirements.

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- Support office events, employee engagement activities, and other organizational initiatives.

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- Ensure workplace readiness for new joiners, including seating, basic facilities, and required administrative support.

/n /n Required Skills & Competencies /n /n

- Office Administration

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- Facility Management

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- Vendor Management

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- Procurement & Purchase Coordination

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- Inventory Management

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- Asset Management

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- Travel & Accommodation Coordination

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- Documentation & Record Management

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- Proficiency in MS Office, including Excel, Word, and Outlook

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- Solid communication and interpersonal skills

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- Negotiation and vendor coordination skills

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- Strong organizational and time-management skills

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- Problem-solving and decision-making abilities

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- Ability to multitask and manage multiple priorities

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- Attention to detail

/n /n Educational Qualification /n /n

- Bachelor's degree in any discipline.

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- Additional certification or experience in Administration, Facility Management, or a related field will be an added advantage.

/n /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 (Durgapur)
🏢 AIRIQ 365
📍 Durgapur