Senior Executive Administration

Job Title: Senior Executive Administration

Department: Administration

Experience: 2–3 Years

Qualification: Graduate in Any Discipline

Location: Pune

Industry Preference: Manufacturing / Engineering / Automotive / Industrial

Job Summary The Senior Executive – Administration will be responsible for managing the smooth and efficient day-to-day administrative operations of the organization. The role will oversee office administration, facility management, employee transportation, guest house operations, vendor and third-party service management, contracts and agreements, office maintenance, petty cash, expenses, and workplace safety and compliance.

Key Responsibilities

- Office & Facility Administration

- Manage day-to-day office administrative activities.
- Ensure proper housekeeping, cleanliness, and maintenance of office premises.
- Monitor office facilities, furniture, equipment, and infrastructure.
- Maintain administrative records, registers, and documentation.
- Coordinate with departments to provide timely administrative support.

2. Cab & Transportation Management
- Plan and coordinate employee transportation and cab services.
- Manage transport vendors and ensure timely vehicle availability.
- Verify cab bills, trip records, and monthly invoices.
- Resolve employee transportation-related issues.
- Ensure compliance with transport safety standards.

3. Office Operations
- Ensure uninterrupted office operations and facility services.
- Monitor pantry, stationery, office supplies, utilities, and consumables.
- Coordinate preventive and breakdown maintenance.
- Supervise housekeeping, security, and maintenance staff.
- Ensure timely resolution of facility-related issues.

4. Guest House Management




- Manage company guest house operations and bookings.
- Coordinate accommodation for employees, customers, auditors, and visitors.
- Ensure cleanliness, maintenance, and availability of required amenities.
- Maintain guest records and occupancy reports.

5. Vendor & Third-Party Management
- Manage housekeeping, security, transport, canteen, pest control, and other service providers.
- Monitor and evaluate vendor performance based on quality, cost, and service.
- Coordinate vendor payments after verification of services.
- Ensure vendors comply with company policies and statutory requirements.
- Negotiate with vendors for cost-effective services wherever applicable.

6. Contract & Agreement Management
- Maintain records of vendor contracts and service agreements.
- Track renewal dates for AMCs, lease agreements, transport contracts, and other agreements.
- Coordinate timely renewals to avoid service interruptions.
- Maintain contract documentation and compliance records.

7. Petty Cash & Expense Management
- Manage petty cash and administrative expenses.
- Maintain cash vouchers and supporting documents.
- Verify administrative bills and submit them for processing.
- Prepare monthly administrative expense reports.
- Ensure proper documentation and expense control.

8. Daily Administrative Activities
- Coordinate courier, postal, and dispatch activities.




- Manage office access cards, visitor records, and ID card issuance.
- Ensure availability of drinking water, pantry items, stationery, and office consumables.
- Coordinate meeting room and conference facility arrangements.
- Support company events, meetings, and employee engagement activities.

9. Compliance & Safety
- Ensure applicable statutory compliance related to administration and facility management.
- Coordinate fire safety inspections and emergency preparedness activities.
- Maintain facility audit records and track corrective actions.
- Ensure vendors and contractors follow company safety standards.

Key Skills
- Office Administration
- Facility Management
- Cab & Transport Management
- Vendor Management
- Third-Party Contractor Management
- Guest House Management
- Contract & Agreement Management
- Petty Cash Management
- Office Operations
- Vendor Negotiation & Coordination
- Documentation & Record Management
- MS Excel, MS Word & PowerPoint
- ERP/SAP Knowledge – Preferred

Educational Qualification & Experience
- Graduate in any discipline.
- MBA/PGDM in Administration or Operations will be preferred.
- 2–3 years of relevant experience in Administration, preferably in a Manufacturing, Engineering, Automotive, or Industrial organization.

Desired Competencies
- Excellent communication and interpersonal skills.
- Robust organizational and planning abilities.
- Good vendor negotiation and cost-control skills.
- Strong problem-solving and decision-making abilities.
- Ability to manage multiple priorities under pressure.
- High level of integrity and confidentiality.
- Good analytical, reporting, and documentation skills.

📌 Jr. Executive - Admin (Pune)
🏢 HYT Engineering
📍 Pune