Role Purpose

The Admin Executive keeps Yaraman Coffee’s workplaces running smoothly, safely and cost-effectively so that every

team — from the corporate office to the cafés — can focus on serving great coffee. The role is the single coordination

point for office facilities, vendors, consumables, travel, courier, assets, joining and exit administration, safety and

renewals.

Success in this role means no avoidable disruption, no untraceable expense, no missed renewal and no unaccounted

asset — delivered with courtesy, confidentiality and strict adherence to approved processes.

Key Responsibilities

A. Office Administration & Facilities

- Manage daily administration of the Corporate Office and assigned locations; ensure premises are clean,

organised and presentable to brand standard.

- Supervise housekeeping, office assistants and pantry support; ensure water, pantry items and consumables are

always available.

- Coordinate upkeep of electrical, plumbing, AC, furniture, fixtures and IT-adjacent infrastructure through

approved vendors.

- Manage office opening/closing, keys and security coordination; resolve issues within the TATs in Section 7.

B. Stationery, Pantry & Consumables

- Maintain minimum stock and reorder levels; collect departmental requirements monthly.
- Procure only after approval and quotations where required; verify quantity and quality on receipt.
- Prefer eco-friendly, recyclable and bulk options in line with our sustainability commitment; prevent overstocking

and wastage.

- Typical items: stationery, printing material, pantry supplies (including in-house coffee issued as per policy),

cleaning material, ID accessories, courier material, first-aid consumables.

C. Vendor Management

- Identify, onboard and maintain a vendor master for housekeeping, security, stationery, printing, pest control,

AC/electrical/plumbing, courier, cab/travel, telecom/internet, water, equipment AMC and facility services.





- Obtain a minimum of three quotations for purchases or services above the threshold set by Management;

negotiate within approved limits.

- Monitor service quality, track contract validity and escalate repeated service failures with documentation.

D. Invoice & Payment Coordination

- Verify invoices against PO/quotation and service completion; check GST, vendor details and duplicates.
- Obtain approvals, submit to Accounts, track payment status and communicate professionally with vendors.
- Does not approve payments independently.

E. Travel & Accommodation

- Book approved travel (air, rail, bus, hotels, cabs, airport transfers) including visits to Bengaluru outlets and

Nandanvan Estate.

YARAMAN COFFEE PVT. LTD. | Nandan CoffeeAdmin Executive — Role Profile & SOP

Internal & Confidential — HR & AdministrationPage 5 of

- Compare options, apply the travel policy, manage changes/cancellations and retain all invoices.

F. Courier, Dispatch & Document Movement

- Manage inward/outward courier, secure dispatch of important documents, tracking and proof of delivery.
- Coordinate document and sample movement between Corporate Office, cafés, warehouse and estate.
- Handle confidential HR, Accounts and Management documents only through authorised persons.

G. Asset Administration

- Maintain records for laptops, mobiles, SIMs, printers, furniture, access cards, keys and other company property.
- Coordinate issue and return (with IT for technical assets), conduct periodic physical verification and report loss or

damage immediately.

H. Employee Administrative Support, Joining & Exit

- Arrange ID cards, visiting cards, access cards, seating,



SIMs (where approved), stationery and administrative

letters.

- Ensure workstation readiness before joining; complete asset return and access deactivation at exit.

I. Meetings, Events & Brand Activities

- Support management meetings, town halls, trainings, recruitment drives, festival celebrations and employee

events.

- Coordinate venues, seating, refreshments, printing, AV, photography and material transport; support café

launches and tasting events when requested by Marketing/Operations.

J. Compliance, Safety & Renewals

- Maintain records for Shops & Establishments, fire safety, pest-control certificates, AMCs, insurance, office and

vendor agreements, and facility licences — coordinating with HR, consultants or authorised agencies.

- Ensure fire extinguishers, first-aid kits, emergency contacts, exits, signage, CCTV and access control are in working

order; escalate safety risks immediately.

- Does not provide legal interpretation.

K. Cost Control

- Track monthly admin expenses against history/budget; flag unusual spends; propose at least one documented

cost-saving or waste-reduction idea per quarter.

- Cost saving must never compromise safety, statutory requirements, brand standards or essential operations.

Pay: ₹15,000.00 - ₹35,000.00 per month

Advantages:

- Provident Fund

Experience:

- office administration: 2 years (Required)
- corporate office facilities security: 2 years (Required)
- stationery, courier: 2 years (Required)
- multiple vendor quotations : 2 years (Required)
- air/rail/bus, hotel, cab, airport transfer bookings: 2 years (Required)
- issue/return of laptops, mobiles, SIMs: 2 years (Required)
- management meetings, employee events, training sessions: 2 years (Required)
- monitoring administrative expenses: 2 years (Required)
- Google Sheets, maintaining vendor records, inventory track : 2 years (Required)

Work Location: In person

📌 Admin Executive (India)
🏢 Yaraman Coffee, Nandan Coffee, #nandancoffee
📍 India