Senior Admin Executive

Company: Everest Fleet

Location: Chennai, Tamil Nadu

Department: Administration / Facilities

Employment Type: Full-time

Experience: 3–6 years

Job Summary

We are looking for a proactive and organized Senior Admin Executive to manage day-to-day administrative, facility, vendor, and support operations at our Chennai location. The role will be responsible for ensuring smooth office and facility functioning, coordinating with internal teams and external vendors, maintaining statutory and administrative records, and supporting employees with their day-to-day administrative requirements.

The ideal candidate should have strong coordination and communication skills, good knowledge of facility and office administration, and the ability to independently handle multiple administrative activities.

Key Responsibilities1. Office & Facility Administration

- Manage day-to-day administrative activities and ensure smooth functioning of the office/facility.
- Coordinate housekeeping, security, maintenance, utilities, and other facility-related activities.
- Ensure proper cleanliness, hygiene, safety, and upkeep of office and operational areas.
- Monitor facility-related issues and ensure timely resolution.
- Maintain adequate availability of office supplies, stationery, and essential consumables.

1. Vendor Management

- Coordinate with housekeeping, security, maintenance, transport, stationery, and other service vendors.
- Obtain quotations, compare commercial proposals, and coordinate approvals as required.
- Monitor vendor performance and ensure services are delivered as per agreed standards.
- Verify vendor bills and supporting documents before submission for payment.
- Maintain updated vendor records, agreements, and contact details.

1. Procurement & Inventory

- Raise purchase requests for administrative and facility requirements.
- Coordinate procurement of office supplies, equipment, furniture, consumables, and other administrative requirements.
- Maintain inventory and stock records.
- Conduct periodic physical verification of administrative assets and consumables.




- Ensure optimum utilization of resources and control unnecessary administrative expenses.

1. Employee Administration

- Support employees with general administrative and facility-related requirements.
- Coordinate employee ID cards, access cards, seating arrangements, uniforms, stationery, and other administrative needs.
- Assist HR and Operations teams during employee onboarding and other employee engagement activities.
- Coordinate arrangements for meetings, events, training programs, and official visits.

1. Compliance & Documentation

- Maintain administrative records, registers, agreements, invoices, and supporting documents.
- Coordinate with relevant internal teams and external agencies for statutory and facility-related requirements.
- Ensure timely renewal and maintenance of applicable licenses, contracts, AMC agreements, and service documents.
- Support audits and inspections by providing required administrative records and documents.

1. Asset & Maintenance Management

- Maintain records of office assets, furniture, equipment, and other company property.
- Coordinate preventive and corrective maintenance of facilities and equipment.
- Track AMC schedules and ensure timely servicing and renewal.
- Report damaged, missing, or non-functional assets and coordinate corrective action.

1. MIS & Reporting

- Prepare regular administrative and facility reports.
- Maintain trackers for expenses, vendors, inventory, maintenance, assets, and pending issues.
- Monitor administrative expenses against approved budgets.
- Escalate critical facility, vendor, compliance, or operational issues to management.

1. Cross-functional Coordination

- Coordinate closely with HR, Finance, Operations, Procurement, Security, and senior management.
- Support branch/office-level operational requirements as needed.




- Handle urgent administrative issues and ensure timely closure.
- Maintain professional relationships with employees, vendors, visitors, and external agencies.

Required Skills
- Strong knowledge of office administration and facility management.
- Good vendor management and negotiation skills.
- Excellent coordination and communication skills.
- Good knowledge of MS Office, particularly Excel and Word.
- Robust documentation and record-keeping skills.
- Ability to prepare MIS reports and maintain trackers.
- Good problem-solving and multitasking ability.
- Ability to work independently and manage multiple priorities.
- Strong follow-up and execution skills.
- Willingness to travel locally when required.

Educational Qualification
- Bachelor's degree in Business Administration, Management, Commerce, or a related discipline.
- Additional certification in Administration, Facility Management, or related areas will be an advantage.

Experience
- 3–6 years of relevant experience in administration, facilities, office management, or a similar role.
- Experience in a fleet, automotive, logistics, transportation, service, or multi-location operations environment will be an advantage.

Key Performance Indicators (KPIs)
- Timely closure of administrative and facility-related issues.
- Vendor service quality and SLA adherence.
- Administrative expense and procurement control.
- Accuracy of inventory and asset records.
- Timely renewal of contracts, AMCs, licenses, and required documentation.
- Facility cleanliness, safety, and operational readiness.
- Employee satisfaction with administrative support.
- Accuracy and timeliness of MIS and administrative reports.

Preferred Candidate Profile The ideal candidate should be hands-on, responsible, well-organized, and proactive, with the ability to manage day-to-day administrative activities in a fast-paced operational environment. The candidate should be comfortable coordinating with multiple departments and vendors and should have strong ownership of assigned responsibilities Pay: From ₹40,000.00 per month

Work Location: In person

📌 Senior Admin Executive (Maduravoyal)
🏢 Everest Fleet
📍 Maduravoyal