Job Summary

Kheewa Incorporation is looking for a responsible, organized, and proactive Admin Executive to manage day-to-day administrative operations and ensure smooth coordination between employees, management, vendors, and various departments.

The candidate will handle office administration, documentation, attendance coordination, vendor management, procurement, facility management, employee support, asset management, MIS reporting, and management coordination.

The ideal candidate should have robust organizational and communication skills, excellent follow-up ability, attention to detail, and the ability to manage multiple administrative activities independently.

Key Roles & Responsibilities

1. Office Administration

Manage day-to-day office administrative activities. Ensure smooth functioning of office operations.

Maintain office supplies, stationery, equipment, and other requirements.

Coordinate housekeeping, maintenance, security, and other facility-related activities.

Maintain a clean, organized, and professional workplace.

1. Employee Coordination

Coordinate with employees regarding administrative requirements. Support employee joining and exit formalities.

Maintain attendance and leave records in coordination with HR.

Assist with employee documentation.

Coordinate internal meetings, training sessions, and employee activities.

1. Vendor Management

Coordinate with vendors, suppliers, courier companies, maintenance agencies, and service providers. Obtain quotations for office requirements.

Compare quotations and coordinate approvals.

Track vendor services and pending requirements.

Maintain vendor records and follow up on outstanding issues.

1. Procurement & Inventory

Monitor office stationery and consumable inventory. Prepare purchase requirements.

Coordinate authorized local purchases.

Maintain purchase records, quotations, and bills.

Ensure essential office supplies are available.

Monitor consumption and avoid unnecessary wastage.

1. Documentation & Record Management

Maintain physical and digital administrative records. Organize invoices, quotations, agreements, bills, vendor documents, and office records.

Maintain systematic filing.

Scan and digitally archive important documents.

Ensure confidentiality of company information.

1. Attendance & HR Support

Maintain daily attendance records. Coordinate leave applications and attendance corrections.

Provide attendance data to HR/accounts for payroll processing.

Support employee joining documentation.

Maintain employee administrative records.

Assist HR in implementing company policies and SOPs.

1. Facility Management

Monitor office cleanliness and housekeeping.



Coordinate repairs and maintenance.

Monitor internet, electricity, water, security, and other essential services.

Coordinate with building management and service providers.

Identify and report facility-related issues to management.

1. Courier & Dispatch

Manage incoming and outgoing courier activities. Maintain courier records.

Coordinate document and parcel dispatches.

Track important shipments.

Follow up on delayed or missing deliveries.

1. Travel & Meeting Coordination

Assist with business travel arrangements when required. Coordinate hotels, transportation, and meeting arrangements.

Arrange meeting rooms and required facilities.

Support management during meetings and business events.

1. Asset Management

Maintain company asset records. Track laptops, mobile phones, accessories, furniture, and other company property.

Maintain asset allocation and return records.

Coordinate repairs and maintenance.

Report damaged, missing, or unauthorized assets.

1. MIS & Reporting

Prepare and maintain:

Daily Administrative Reports

Attendance Reports

Office Expense Reports

Purchase Reports

Vendor Reports

Inventory Reports

Maintenance Reports

Asset Reports

Monthly Administrative MIS

1. Management Support

Assist management with administrative assignments. Coordinate tasks between departments.

Maintain administrative trackers.

Follow up on management instructions.

Prepare documents and information required by management.

Support special projects and organizational initiatives.

1. Compliance & Policy Support

Ensure administrative activities comply with company policies. Maintain required records and documentation.

Support implementation of office SOPs.

Maintain confidentiality of employee and company information.

Assist in maintaining workplace discipline and professionalism.

1. Digital & AI Support

Use ChatGPT, Gemini, Microsoft Copilot, and other AI tools to improve administrative productivity. Use Google Workspace and Microsoft Office for documentation and reporting.

Maintain digital records and trackers.

Identify opportunities to automate repetitive administrative activities.

Key Result Areas (KRAs)

Administration

Smooth and uninterrupted office operations.

Timely completion of administrative activities.





Proper availability of office resources.

Vendor & Procurement

Timely vendor coordination.

Quality and reliability of services.

Cost-effective procurement.

Timely resolution of vendor issues.

Documentation

Accurate and organized records.

Timely filing and documentation.

Confidentiality and data security.

Employee Support

Timely administrative assistance.

Accurate attendance and leave records.

Smooth joining and exit coordination.

Facility & Assets

Proper maintenance of office facilities.

Timely resolution of maintenance issues.

Accurate asset records.

MIS

Accurate and timely reports.

Proper maintenance of administrative trackers.

Timely submission of management information.

Requirements & Qualifications

Educational Qualification

Bachelor's degree in Business Administration, Commerce, Management, or any related discipline.

Diploma/certification in Office Administration will be an added advantage.

Experience

1–4 years of experience in Administration, Office Management, Operations, HR Administration, or a similar role.

Experience in a professional/corporate office environment will be preferred.

Technical Skills

MS Excel

Google Sheets

MS Word

PowerPoint

Google Workspace

Email Management

HRMS / ERP

Basic documentation and reporting

Internet Research

AI productivity tools

Core Competencies

Office Administration

Vendor Coordination

Facility Management

Procurement Coordination

Documentation

Employee Coordination

Asset Management

MIS & Reporting

Communication

Follow-Up

Time Management

Problem Solving

Multitasking

Personal Attributes The ideal candidate should be:

Highly organized and disciplined.

Responsible and dependable.

Excellent at follow-ups.

Detail-oriented.

Good at communication and coordination.

Comfortable dealing with employees and vendors.

Capable of managing multiple activities simultaneously.

Proactive in identifying administrative issues.

Professional and well-mannered.

Trustworthy and able to maintain confidentiality.

Capable of working independently with minimum supervision.

What We Offer

Competitive Salary

Performance-Based Incentives

Career Growth Opportunities

Professional Development

Exposure to HR & Business Operations

AI-Enabled Working Environment

Supportive and Professional Workplace

Opportunity to grow into Senior Admin Executive, Admin Manager, or Operations Manager roles.

Join Kheewa Incorporation

If you are organized, responsible, proactive, and strong in coordination and follow-up, join Kheewa Incorporation and build a long-term career in Administration, Operations, and Business Management.

📌 Administrative Executive (India)
🏢 Kheewa Incorporation
📍 India