Job Description

Job Description – Administration Executive

n

n

Position: Administration & Operations Executive

n

n

Experience: 1–2 Years

n

Location: Hyderabad

n

Employment Type: Full time

n

n

Role Overview:

n

n

We are looking for a proactive and detail-oriented Administration Executive to manage day-to-day office administration, facility management, employee travel, vendor coordination, and operational activities. The ideal candidate should have hands-on experience in Administration, Operations, or Facility Management, along with strong coordination, communication, organizational, and problem-solving skills.

n

n

Key Responsibilities:

n

n

Administration & Facility Management:

n

n

1.) Manage day-to-day office administration and facility operations, ensuring smooth functioning of office infrastructure and services.

n

2.) Manage and coordinate with vendors and service providers for facility, housekeeping,

n

maintenance, security, and other office-related requirements.

n

3.) Monitor office supplies, stationery, pantry, and other consumables, ensuring timely procurement and adequate stock levels to avoid last-minute purchases and higher costs.

n

4.) Obtain and compare vendor quotations where required to ensure cost-effective procurement and control administrative expenses.

n

5.) Maintain records of office assets, supplies, vendor details, invoices, and other administrative

n

documentation.

n

6.) Coordinate with internal teams and employees to address and resolve office and facility-related

n

requirements or issues in a timely manner.

n

7.) Ensure regular maintenance and upkeep of office infrastructure, equipment, and common areas.

n

8.) Track administrative expenses and coordinate with the Finance team for invoice verification,

n

approvals, and timely payments.

n

9.) Support vendor onboarding, documentation, service follow-ups, and performance coordination.

n

10.)



Proactively identify administrative requirements and ensure timely action to maintain efficient and uninterrupted office operations.

n

n

Travel Management :

n

n

1.) Manage domestic and international travel bookings, including flights, hotels, and other travel

n

arrangements for employees.

n

2.) Coordinate travel requirements, approvals, and related documentation.

n

3.) Coordinate with travel agencies, airlines, hotels, and other travel service providers to ensure smooth travel arrangements.

n

4.) Maintain accurate records of employee travel expenses and assist with expense reconciliation.

n

5.) Ensure travel arrangements are cost-effective and aligned with company policies.

n

n

Employee Support & Operations :

n

n

1.) Coordinate with employees and internal teams for day-to-day administrative and operational

n

requirements.

n

2.) Support employee-related administrative activities and ensure timely resolution of queries and

n

requests.

n

3.) Maintain accurate operational records, trackers, and documentation.

n

4.) Handle multiple administrative and operational activities simultaneously and ensure timely closure of tasks.

n

n

Expense & Reimbursement Coordination :

n

n

Coordinate employee reimbursement requests and verify supporting documents.

n

Track office and administrative expenses and maintain monthly expense records.

n

Coordinate with the Finance team for reimbursements, vendor payments, and other expense-related activities.

n

Ensure accurate documentation and timely follow-up on pending payments and reimbursements.

n

n

Key Skills & Competencies :

n

n

1–2 years of hands-on experience in Administration,



Operations, or Facility Management.

n

Strong experience in vendor coordination and management.

n

Good knowledge of office administration and facility operations.

n

Experience in coordinating domestic and international travel bookings will be an advantage.

n

Strong organizational and multitasking abilities.

n

Good communication and interpersonal skills.

n

Strong coordination and stakeholder management skills.

n

Good attention to detail and accuracy.

n

Ability to proactively plan requirements and control administrative costs.

n

Good working knowledge of MS Excel, Word, PowerPoint, and documentation.

n

Strong follow-up and problem-solving skills.

n

Ability to work independently and take ownership of assigned responsibilities.

n

n

Eligibility :

n

n

Any graduate degree from a recognized university.

n

1–2 years of relevant experience in Administration, Operations, Facility Management, or related

n

areas.

n

Candidates with hands-on experience in vendor management, office administration, facility

n

coordination, procurement of office supplies, travel bookings, and expense management will

n

be preferred.

n

Good communication and coordination skills are required.

n

n

Success Metrics:

n

n

Smooth and efficient day-to-day office administration and facility operations.

n

Timely availability of office supplies while minimizing unnecessary or last-minute procurement

n

costs.

n

Effective vendor management and timely resolution of operational issues.

n

Cost-effective management of office and administrative expenses.

n

Smooth coordination of domestic and international employee travel.

n

Accurate maintenance of administrative, vendor, travel, inventory, and expense records.

n

Timely completion of administrative and operational activities.

n

Effective support to employees and internal teams for day-to-day operational requirements.

📌 Administration Executive (Hyderabad)
🏢 ZestIOT
📍 Hyderabad