Role Overview

We’re looking for a highly organised, proactive, and dependable Admin Executive to take ownership of the day-to-day management and smooth functioning of the office .
This is an office management and operations-focused role , responsible for ensuring that the workplace is well-maintained, adequately stocked, efficiently managed, and fully functional at all times.

The role requires someone who can independently manage office administration, vendors, procurement, facilities, inventory, documentation, employee requirements, and day-to-day coordination.

The ideal candidate is hands-on, detail-oriented, good at follow-through, and capable of managing multiple priorities while ensuring that nothing falls through the cracks.

Roles & Responsibilities

Office Management & Daily Operations

Take ownership of the day-to-day functioning and administration of the office.

Ensure the office is clean, organised, well-maintained, and fully operational.

Manage housekeeping, pantry, stationery, office supplies, maintenance, and other regular requirements.

Monitor the office on a daily basis and proactively identify operational or maintenance requirements.

Coordinate repairs, servicing, installations, and other office-related work.

Ensure employees have the necessary workplace support and resources.

Maintain administrative checklists, trackers, and schedules.

Vendor Management

Manage and coordinate with office vendors, contractors, service providers, and building management.

Obtain quotations and estimates for office requirements and coordinate approvals.

Negotiate where appropriate and ensure purchases are made at reasonable costs.

Coordinate vendor visits, deliveries, repairs, and service schedules.

Track pending vendor requirements and ensure timely closure.

Maintain updated vendor contact details, quotations, agreements, and related documentation.

Build strong working relationships with regular office vendors.

Procurement & Inventory

Handle day-to-day office procurement and purchasing requirements.

Ensure office supplies, stationery, pantry items, maintenance materials, and other consumables are available as required.

Maintain proper inventory and stock records.





Monitor consumption and raise requirements proactively.

Coordinate the purchase, delivery, receipt, and distribution of materials.

Ensure all purchases are properly documented and within approved budgets.

Expenses, Bills & Documentation

Maintain records of office-related expenses and petty cash.

Collect and organise invoices, bills, receipts, quotations, and supporting documents.

Coordinate with the finance/accounts team for timely submission and processing of expenses and invoices.

Maintain proper documentation for vendors, purchases, service contracts, and administrative expenses.

Track pending bills, payments, and documentation requirements.

Ensure administrative records are accurate, organised, and easily accessible.

Employee & Office Support

Act as the primary point of contact for employees for day-to-day office-related requirements.

Coordinate meeting rooms, visitors, office events, and internal requirements.

Support management and employees with administrative and logistical requirements.

Coordinate transportation, courier, travel, accommodation, or other logistics when required.

Ensure a smooth and professional workplace experience for employees and visitors.

Facilities & Maintenance

Coordinate with building management, security, housekeeping, maintenance teams, and other facility service providers.

Monitor office equipment, utilities, furniture, fixtures, and infrastructure.

Track AMC/service contracts, renewals, maintenance schedules, and other recurring requirements.

Ensure timely servicing and maintenance of office equipment and facilities.

Proactively flag issues that may affect office operations.

Administration & Process Management

Maintain organised records for office administration, vendors, inventory, expenses, contracts, and other documentation.

Create and maintain simple systems, trackers, checklists,



and processes for efficient office management.

Track all pending administrative requirements and ensure timely closure.

Identify recurring operational issues and implement practical solutions.

Keep management informed about significant requirements, upcoming expenses, maintenance issues, and pending matters.

Your Experience

2–5 years of experience in administration, office management, facilities, or a similar role.

Experience independently managing day-to-day office operations.

Hands-on experience with vendors, procurement, inventory, maintenance, and office expenses.

Strong organisational and coordination skills.

Comfortable working with MS Office / Google Workspace and spreadsheets.

Good written and verbal communication skills.

Experience in a fast-paced company, startup, agency, or corporate environment is preferred.

Must-Have Mindset

Takes complete ownership of the office.

Proactive rather than reactive.

Highly organised and detail-oriented.

Strong follow-through and accountability.

Comfortable managing multiple tasks and priorities simultaneously.

Good at coordinating with people across different levels.

Practical and solution-oriented.

Diligent with documentation, expenses, and records.

Notices small issues before they become bigger problems.

Does not wait to be reminded — identifies, acts, follows up, and closes.

Understands that effective office management is about creating a workplace that runs smoothly every day.

What Success Looks Like

The office is well-managed, organised, and fully functional every day.

Supplies, maintenance, facilities, and employee requirements are handled proactively.

Vendors deliver on time and pending issues are followed through to closure.

Procurement and office expenses are properly controlled and documented.

There are minimal last-minute operational issues or shortages.

Administrative records, inventory, bills, and vendor documentation are up to date.

Employees and management can rely on the Admin Executive to resolve day-to-day office requirements independently.

Office operations become increasingly systematic, efficient, and well-organised.

📌 Administrative Executive (New Delhi)
🏢 humour me
📍 New Delhi