Administrative Executive / Administrator – IT Company

Job Title

Administrative Executive / Administrator

Department

Administration / Operations

Employment Type

Full-Time

Experience

0–3 Years preferred

Location

[Kengeri in Bengaluru]

Reporting To

HR Manager / Admin Manager / Operations Manager

Job Summary

We are looking for a highly organized, responsible, and proactive Administrative Executive to manage the day-to-day administrative operations of our IT company. The candidate will be responsible for maintaining office facilities, coordinating with employees and management, handling documentation, managing vendors, supporting HR and finance activities, and ensuring smooth functioning of the workplace.

The ideal candidate should have excellent communication and organizational skills, be comfortable working with MS Office/Google Workspace, and be capable of handling multiple administrative tasks efficiently.

Key Responsibilities

1.

Office

Administration

- Manage the day-to-day administrative activities of the office.
- Ensure the office is clean, organized, and properly maintained.
- Monitor office supplies, stationery, pantry items, and other essential requirements.
- Maintain records of office assets, equipment, furniture, and other resources.
- Coordinate office maintenance, repairs, electrical work, internet, housekeeping, and security requirements.
- Ensure proper functioning of office facilities and infrastructure.
- Maintain administrative checklists and daily activity records.

2.

Employee

Coordination

- Coordinate with employees regarding administrative requirements.
- Support new employees during the joining and onboarding process.
- Coordinate ID cards, access cards, seating arrangements, workstation allocation, and other joining requirements.
- Maintain employee attendance and administrative records where required.
- Assist employees with office-related concerns and coordinate with the concerned departments for resolution.

3. Vendor & • Service Provider Management

- Coordinate with vendors, suppliers, contractors, and service providers.
- Obtain quotations and compare prices for office requirements.
- Maintain vendor details, agreements, invoices, and service records.
- Follow up with vendors regarding pending services, repairs, deliveries, and payments.
- Ensure timely renewal of office-related contracts and services.

4. Documentation & • Record Management

- Maintain physical and digital administrative records.
- Prepare letters, notices, reports, forms, and official documents.
- Maintain files related to vendors, assets, office expenses, agreements, and administration.
- Ensure important documents are properly organized and easily accessible.




- Maintain confidentiality of company and employee information.

5. Purchase & • Inventory Management

- Handle procurement of office stationery, IT accessories, furniture, pantry supplies, and other administrative requirements.
- Maintain inventory records and stock registers.
- Monitor stock levels and raise purchase requirements before items run out.
- Coordinate with vendors for quotations, purchase orders, deliveries, and replacements.
- Track company assets issued to employees.

6. Meeting & • Event Coordination

- Arrange meeting rooms, equipment, refreshments, and other requirements for meetings.
- Coordinate internal meetings, training programs, workshops, company events, and employee activities.
- Support management during official meetings and events.
- Coordinate travel, accommodation, transportation, and logistics when required.

7. Finance & • Expense Coordination

- Maintain records of administrative expenses.
- Collect and verify vendor bills and invoices.
- Submit invoices and supporting documents to the Finance/Accounts team.
- Maintain petty cash records, if assigned.
- Track recurring office expenses and service payments.
- Support management in preparing administrative expense reports.

8. IT & • Office Infrastructure Coordination

- Coordinate with the IT team regarding employee systems, computers, internet connectivity, printers, access systems, and other office infrastructure.
- Report hardware, network, or facility-related issues to the concerned team.
- Maintain records of company laptops, desktops, monitors, accessories, and other equipment where assigned.
- Coordinate allocation and return of company assets during employee joining and exit.

9. Travel & • Logistics

- Coordinate employee and management travel arrangements when required.
- Arrange transportation, hotel bookings, tickets, and local travel.
- Maintain travel-related documents and expense records.
- Coordinate logistics for client visits and official events.

10. HR & • Management Support

- Provide administrative support to HR and management.
- Assist with employee onboarding and exit formalities.
- Coordinate documentation and joining formalities.
- Support employee engagement activities.
- Prepare administrative reports and MIS reports.
- Perform other administrative duties assigned by management.

Required Skills





- Excellent organizational and time-management skills.
- Good verbal and written communication skills.
- Ability to coordinate with employees, management, vendors, and external service providers.
- Strong follow-up and problem-solving skills.
- Ability to multitask and prioritize work.
- Good documentation and record-keeping skills.
- Professional attitude and good interpersonal skills.
- Ability to work independently as well as in a team.
- Strong attention to detail.
- Ability to handle confidential information responsibly.

Technical Skills

- MS Office: Word, Excel, PowerPoint.
- Google Workspace: Gmail, Google Drive, Google Sheets, Google Docs.
- Basic knowledge of ERP/HRMS/attendance systems is an advantage.
- Basic knowledge of email communication and document management.
- Basic understanding of IT office infrastructure is preferred.
- Knowledge of Excel formulas, reports, and data management is an advantage.

Educational Qualification

- Bachelor's degree in Business Administration, Management, Commerce, Computer Applications, or a related field.
- Diploma/degree in administration or office management may also be considered based on experience.

ExperiencePreferred: 2–5 years of experience in administration, office management, operations, or a similar role in an IT/Corporate environment. Freshers with excellent organizational, communication, and computer skills may also be considered for an Administrative Assistant position.

Key Performance Indicators (KPIs)

- Smooth day-to-day office operations.
- Timely completion of administrative activities.
- Proper maintenance of office records and documentation.
- Effective vendor and service-provider coordination.
- Accurate inventory and asset records.
- Timely procurement of office requirements.
- Controlled administrative expenses.
- Timely resolution of office-related issues.
- Employee satisfaction with administrative support.
- Compliance with company policies and procedures.

Personal AttributesThe ideal candidate should be:

- Responsible and dependable.
- Well-organized and systematic.
- Skilled and approachable.
- Proactive in identifying and solving problems.
- Punctual and disciplined.
- Good at communication and coordination.
- Comfortable handling multiple responsibilities.
- Willing to take ownership of assigned tasks.

Working Conditions

- Full-time, office-based position.
- Monday–Saturday / Monday–Friday, depending on company policy.
- May require occasional extended hours during company events, audits, meetings, or urgent administrative requirements.
- Regular interaction with employees, management, vendors, clients, and service providers.

📌 Administrative Executive / Administrator (Bengaluru)
🏢 AMCI EDTECH
📍 Bengaluru