Role & responsibilities

1. Office Administration

- Manage day-to-day operations of the corporate office.
- Ensure proper functioning and maintenance of office infrastructure, furniture, electrical systems, HVAC, pantry and other facilities.
- Maintain office discipline, cleanliness and workplace standards.
- Coordinate office shifting, expansion, renovation and facility-related projects.
- Maintain administrative records, checklists, assets and documentation.

2. Facility & Maintenance Management

- Coordinate AMC and preventive maintenance of AC/HVAC, electrical systems, DG, UPS, CCTV, access control, fire safety and other equipment.
- Monitor office utilities, electricity, water, internet and other essential services.
- Ensure timely resolution of maintenance complaints and breakdowns.
- Conduct regular facility inspections and prepare action plans.

3. Housekeeping, Security & Support Services

- Manage housekeeping, security guards, office boys, reception and other support staff.
- Prepare duty rosters and monitor attendance and performance.
- Ensure proper cleaning, hygiene and sanitation standards.
- Coordinate with security agencies and implement office security procedures.
- Monitor visitor management and access-control systems.

4. Vendor & Contract Management

- Identify, evaluate and coordinate with administration vendors.
- Manage AMC, service contracts, quotations, work orders and renewals.
- Negotiate with vendors for competitive rates and quality services.
- Monitor vendor performance and ensure timely invoice processing.
- Maintain approved vendor database and service records.

5. Employee Administration

- Handle employee administrative requirements and workplace facilities.
- Manage ID cards, access cards, parking, seating arrangements and official communication facilities.
- Coordinate employee transportation, travel and accommodation wherever applicable.
- Support employee engagement activities, events and celebrations.

6. Procurement & Inventory





- Manage procurement of office stationery, pantry materials, housekeeping items, furniture and other administrative requirements.
- Maintain minimum/maximum stock levels.
- Coordinate purchase requisitions, PO, GRN and invoice processing with Purchase/Accounts.
- Maintain records of office assets and consumables.

7. Safety & Compliance

- Ensure compliance with applicable statutory requirements related to office administration, fire safety, labour and commercial establishment requirements.
- Coordinate fire drills, emergency preparedness and safety inspections.
- Maintain required licenses, certificates, AMC documents and compliance records.
- Coordinate with authorities, auditors and external agencies whenever required.

8. Budget & Cost Control

- Prepare and monitor the annual administration budget.
- Track monthly administrative expenses.
- Identify opportunities for cost optimization without compromising service quality.
- Control utility, facility, manpower and vendor-related expenses.

9. MIS & Reporting

- Prepare monthly administration MIS and expense reports.
- Maintain records of manpower, vendors, AMC, assets, utilities and facility-related expenses.
- Report major administrative issues and corrective actions to management.
- Develop SOPs, checklists and systems for effective administration.

Preferred candidate profile

Preferred Candidate Profile:

- Graduate/Postgraduate with 510 years of experience in Corporate Office Administration, Facility Management or related functions.
- Experience in managing corporate office facilities, housekeeping, security, reception and support services.
- Positive experience in team handling and coordination with internal departments and external agencies.
- Strong communication, negotiation, problem-solving and stakeholder management skills.
- Proficiency in MS Office and administrative/ERP systems.
- Candidates from Pharma, Healthcare, Manufacturing or other corporate environments will be preferred.
- Ahmedabad-based candidates or candidates willing to relocate to Ahmedabad will be preferred.

📌 Walk-in || Administration Executive (Ahmedabad)
🏢 Immacule Life Sciences
📍 Ahmedabad