Job Description

Job Title : Admin Executive

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Location: Siliguri

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Work Type: Onsite

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Job Summary

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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.

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The ideal candidate should have solid organizational and coordination skills, attention to detail, and the ability to manage multiple administrative activities efficiently.

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Key Responsibilities

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1. Office Administration

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- 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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2. Facility Management

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- 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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3. Vendor Management

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- 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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4. Asset Management

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- 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.
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5. Procurement & Purchase Support

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- 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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6. Guest House Management

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- 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.
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7. Travel & Accommodation Coordination

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- 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.
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8. Security & Workplace Safety

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- 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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9. Inventory Management

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- 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.
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10. Documentation & Record Management

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- 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.
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11. Budget & Expense Monitoring

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- 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.
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12. Employee & Workplace Support

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- 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.
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Required Skills & Competencies

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- 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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- Strong 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
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Educational Qualification

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- 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.
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Experience

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- 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