Administration & Liaisoning Executive / Manager

Position Overview

We are looking for a responsible, proactive, and well-connected Administration & Liaisoning Executive / Manager to handle the organization’s administrative operations and liaisoning requirements.

The role requires regular coordination with government departments, local authorities, statutory bodies, consultants, vendors, landlords, utility providers, and other external agencies to ensure smooth completion of approvals, permissions, documentation, registrations, renewals, and operational requirements.

The candidate should be strong in follow-up, documentation, negotiation, coordination, and problem-solving, with the ability to take ownership of matters until final closure.

Key Responsibilities

Administration

- Manage day-to-day office and administrative requirements.
- Coordinate with vendors, contractors, landlords, facility management agencies, and service providers.
- Handle office infrastructure, maintenance, repairs, utilities, security, housekeeping, and other administrative services.
- Maintain proper records of agreements, approvals, registrations, certificates, and important company documents.
- Coordinate administrative requirements across different offices, branches, warehouses, or business locations.
- Obtain quotations, negotiate with vendors, and coordinate procurement of administrative goods and services.
- Ensure timely payment and renewal of utilities, maintenance contracts, insurance policies, and related administrative expenses.
- Monitor administrative costs and identify opportunities for better efficiency and cost control.

Liaisoning
- Liaise with government departments, municipal authorities, development authorities, utility companies, statutory bodies, and other relevant agencies.
- Coordinate applications, permissions, approvals, NOCs, licences, registrations, amendments, and renewals required for company operations.
- Regularly follow up with concerned departments and officials to ensure matters are processed within the required timelines.
- Visit government offices and other authorities whenever required for submissions, follow-ups, inspections, approvals, or clarification of matters.
- Maintain professional working relationships with relevant authorities, consultants, and external agencies.
- Coordinate with legal, compliance, finance, HR, and operational teams for documentation required by government or statutory authorities.
- Ensure complete documentation before any application or submission is made.
- Maintain a tracker of all pending approvals and liaisoning matters with clear status, responsibility, next action, and expected closure date.
- Escalate delays, deficiencies, or potential regulatory issues to management in a timely manner.

Documentation & Compliance Tracking
- Maintain a Master Administration & Liaisoning Tracker covering all approvals, licences, registrations,



NOCs, renewals, and pending matters.
- Maintain physical and digital files in a systematic manner.
- Keep copies of all applications, acknowledgements, receipts, approvals, correspondence, and supporting documents.
- Create advance alerts for expiry and renewal dates.
- Ensure no licence, approval, registration, or statutory document expires due to lack of follow-up.
- Prepare periodic status reports for management.

Government & External Coordination Depending upon business requirements, the role may involve coordination with authorities such as:
- Municipal Corporation / local civic authorities

- Development authorities
- Electricity and power distribution companies

- Fire Department

- Pollution Control authorities

- Labour Department
- Shops & Establishment authorities
- GST and other statutory departments
- Police and local administration, wherever legitimately required

- Property and building authorities

- Water and utility departments
- Trade licence and commercial establishment authorities
- Consultants, advocates, architects, and compliance agencies

Property & Infrastructure Liaisoning
- Coordinate documentation relating to company offices, warehouses, shops, factories, or other commercial premises.
- Handle landlord coordination and administrative requirements relating to leased properties.
- Coordinate NOCs, electricity connections, load enhancement, water connections, signage permissions, fire approvals, and similar operational requirements.
- Coordinate with architects, contractors, consultants, and authorities for building-related approvals and documentation.
- Follow up on property-related administrative matters until final closure.

MIS & Reporting The candidate will be expected to maintain a clear weekly MIS containing:
- Matter / Requirement

- Concerned Company / Location

- Department / Authority

- Application Date

- Current Status

- Documents Pending

- Person Responsible
- Last Follow-up Date
- Next Follow-up Date

- Expected Completion Date

- Issues / Bottlenecks
- Management Intervention Required, if any

A weekly pending-matters report should be presented to management highlighting critical and overdue matters.

Required Skills

- Strong liaisoning and coordination ability.
- Excellent follow-up and closure-oriented approach.
- Positive understanding of administrative and government processes.
- Strong documentation and record-management skills.
- Ability to communicate professionally with officials, consultants,



vendors, and senior management.
- Good negotiation and problem-solving abilities.
- Ability to simultaneously handle multiple matters and deadlines.
- Working knowledge of MS Excel, Word, email, and online government portals.
- High level of integrity, confidentiality, and professionalism.

Candidate Profile
- Graduate in any discipline.
- Approximately 3–8 years of experience in administration, liaisoning, government coordination, facility administration, or a similar role.
- Experience working with government departments and statutory authorities would be preferred.
- Candidates with experience handling multiple companies, offices, retail locations, warehouses, educational institutions, or commercial properties will be preferred.
- Should be comfortable with extensive local travel for official work and follow-ups.

Key Performance Indicators – KPIs Performance will primarily be evaluated on:
- Timely closure of liaisoning matters.
- Zero missed renewals or statutory deadlines.
- Accuracy and completeness of documentation.
- Reduction in approval and processing delays.
- Quality and frequency of follow-ups.
- Administrative cost control.
- Speed of resolution of operational issues.
- Quality of MIS and management reporting.
- Ability to independently take matters from initiation to final closure.

Core Expectation This is not merely a desk-based administrative position. The individual should be an owner of every assigned matter.

Once a matter is assigned, the expectation is that the candidate will understand the requirement, identify the correct process and authority, arrange the necessary documentation, coordinate internally and externally, follow up consistently, resolve bottlenecks, and ensure that the matter reaches final closure within the required timeline.

How to Apply

Interested candidates may share their updated CV along with the above application details.

Email: [email protected]

Contact: +91 95992 33722

Work Location: In Person – Noida, Uttar Pradesh

Pay: Up to ₹55,000.00 per month

Application Question(s)

- Do you have 3+ years of Administration & Liaasoning experience? (Yes/No)
- Have you worked directly with Government Departments or Statutory Authorities? (Yes/No)
- Are you comfortable with regular local travel for official work? (Yes/No)
- Have you personally visited government offices for approvals, inspections, submissions, or follow-ups?
- Have you managed administration for multiple offices, branches, warehouses, factories, retail stores, or educational institutions?
- Do you have experience coordinating with Government Departments and Statutory Authorities?
- What is your current CTC?
- What are your salary expectations?
- What is your notice period?

Experience:
- Administration and Liaisoning : 2 years (Required)

Work Location: In person

📌 Administration and Liaisoning Manager (Noida)
🏢 Goyal Books Overseas
📍 Noida