Job Description - Admin Executive

Designation: Admin Executive
Department: Administration / HR & Administration
Reporting To: HR Manager / Admin Manager / Management
Location: Bommasandra, Bangalore
Experience: 2-5 Years
Qualification: Any Graduate; MBA/PG Diploma in HR or Administration will be an added advantage.

1. Job Purpose

The Admin Executive will be responsible for managing and coordinating day-to-day administrative activities, front office operations, visitor management, employee travel, hotel bookings, facilities, vendors, office supplies, documentation and other administrative requirements.

The role requires strong coordination and follow-up skills to ensure smooth and efficient functioning of the workplace and provide timely administrative support to employees, management, customers and business visitors.

2. Key ResponsibilitiesA. Visitor & Front Office Management

- Manage the reception/front office and ensure a professional and welcoming environment.
- Receive and welcome customers, vendors, consultants, auditors and other visitors.
- Coordinate visitor appointments with the concerned employees/departments.
- Maintain the Visitor Register / Visitor Management System.
- Issue visitor passes/access cards as per company security procedures.
- Coordinate with Security for visitor entry and exit.
- Ensure visitors are guided to the appropriate meeting area.
- Arrange refreshments, seating and other hospitality requirements for important visitors.
- Maintain records of visitor movement and business visits.
- Coordinate customer/management visits and ensure all required arrangements are completed.

B. Travel Booking & Travel Desk Management

- Handle domestic and international travel arrangements for employees and management, as applicable.
- Book flight, train and bus tickets based on approved travel requirements.
- Coordinate local transportation, airport transfers and cab arrangements.
- Prepare and share complete travel itineraries with employees.
- Coordinate with travel agencies, airlines, travel portals and transportation vendors.
- Handle ticket cancellation, rescheduling, modifications and refunds.
- Support employees during urgent or last-minute travel requirements.
- Maintain proper records of travel bookings, tickets, invoices and travel-related documents.
- Ensure travel arrangements are made within approved company policies and budgets.
- Coordinate travel advances and travel expense documentation with HR/Accounts.

C. Hotel & Accommodation Bookings

- Arrange hotel bookings for employees, management, customers, consultants and business visitors.
- Coordinate check-in/check-out requirements with hotels.
- Obtain quotations and compare hotel rates before booking, wherever required.
- Coordinate with hotels regarding room availability, room type, meal plans and billing instructions.
- Share hotel confirmation details with employees/guests.
- Handle cancellation, modification and extension of hotel bookings.
- Coordinate corporate rates / negotiated rates with frequently used hotels.
- Verify hotel bills and coordinate with Accounts for payment processing.
- Maintain hotel booking records and monthly accommodation expenses.

D. General Office Administration

- Manage day-to-day administrative activities and ensure smooth office operations.
- Maintain office stationery, pantry supplies, housekeeping materials and other consumables.
- Monitor inventory levels and raise purchase requests when required.
- Coordinate procurement of office supplies and administrative materials.
- Maintain proper records of administrative purchases and expenses.
- Coordinate office maintenance, repairs and service requirements.
- Ensure office premises are clean, organized and maintained properly.




- Coordinate with housekeeping, security, maintenance and other support staff.
- Monitor office facilities such as electricity, water, internet, AC, printers, meeting rooms, etc.
- Coordinate maintenance and servicing of office equipment and facilities.

E. Vendor Management

- Coordinate with vendors/service providers for office-related requirements.
- Obtain quotations and coordinate comparative statements where required.
- Follow up with vendors for timely delivery of services/materials.
- Monitor vendor performance and service quality.
- Maintain vendor contact details, quotations, agreements and other records.
- Coordinate with Accounts for vendor invoices and payment follow-up.
- Support negotiation of rates and service terms wherever applicable.

F. Courier, Dispatch & Correspondence

- Manage incoming and outgoing courier/postal activities.
- Maintain courier and dispatch records.
- Coordinate receipt and delivery of important documents/materials.
- Maintain inward/outward registers, wherever applicable.
- Coordinate dispatch of company documents to customers, vendors and other locations.
- Handle general administrative correspondence and follow-ups.

G. Meeting & Event Coordination

- Coordinate meeting room bookings and meeting arrangements.
- Ensure meeting rooms are clean and ready before meetings.
- Arrange refreshments, stationery and other requirements for meetings.
- Support management meetings, customer visits, audits and official events.
- Assist HR in organizing employee engagement activities, celebrations and company events.
- Coordinate venue bookings, food, transportation and other event-related requirements.

H. Employee Administrative Support

- Support employees with general administrative requirements.
- Coordinate employee transportation/cab arrangements wherever applicable.
- Support joining formalities from an administrative perspective, including workstation, ID card, access card and other requirements.
- Coordinate employee relocation/travel/accommodation requirements where applicable.
- Assist HR in maintaining administrative records and employee-related documents.
- Handle employee queries related to travel, accommodation and general administration.

I. Facility & Workplace Management

- Coordinate housekeeping and ensure cleanliness and hygiene standards.
- Monitor pantry facilities and availability of refreshments/consumables.
- Coordinate pest control, electrical, plumbing, AC and other maintenance activities.
- Monitor security and access-control-related administrative requirements.
- Coordinate facility-related complaints and ensure timely closure.
- Maintain records of AMC, service contracts, maintenance schedules and renewals.
- Support workplace safety and emergency preparedness activities.

J. Administrative Records & Documentation

- Maintain administrative files, registers and records.
- Maintain records of:
- Visitor management
- Travel bookings
- Hotel bookings
- Vendor details
- Office purchases
- Courier/dispatch
- Maintenance
- AMC/service contracts
- Administrative expenses
- Office inventory
- Prepare monthly/weekly administrative reports and MIS as required.
- Ensure proper filing and easy retrieval of administrative documents.
- Maintain confidentiality of company and management information.

K. Expenses & Accounts Coordination





- Maintain records of administrative expenses.
- Verify bills, invoices and supporting documents before submission.
- Coordinate with Accounts for vendor payments and expense settlements.
- Monitor travel and hotel expenses against approved requirements.
- Prepare monthly administration expense statements.
- Support cost control and identify opportunities for administrative cost savings.

L. Management Support

- Provide administrative support to Management, HR and other departments.
- Coordinate official travel and accommodation for senior management.
- Arrange meetings, appointments, transportation and hospitality requirements for management visitors.
- Handle confidential administrative assignments as instructed by Management/HR.
- Ensure urgent administrative requirements are attended to promptly.

M. Other Responsibilities

- Support internal and external audits by providing required administrative records.
- Assist during customer visits, statutory inspections and certification audits.
- Ensure compliance with company administrative policies and procedures.
- Support emergency arrangements and other workplace requirements when necessary.
- Perform any other administrative duties assigned by the Management / HR Head.

3. Key Skills Required

- Excellent communication and interpersonal skills.
- Strong coordination and follow-up skills.
- Good visitor and front-office management skills.
- Hands-on experience in flight, train, bus and hotel bookings.
- Vendor coordination and negotiation skills.
- Valuable knowledge of MS Excel, Word, PowerPoint and Outlook.
- Good documentation and record-maintenance skills.
- Ability to handle multiple activities simultaneously.
- Strong organizational and time-management skills.
- Problem-solving and decision-making ability.
- Professional and courteous approach.
- Ability to work independently with minimum supervision.
- Good knowledge of local transportation, hotels and travel arrangements.
- Ability to handle urgent and last-minute administrative requirements.

4. Educational Qualification & Experience

Qualification:

- Bachelor's degree in any discipline.
- MBA/PG Diploma in HR, Administration or Business Management is an added advantage.

Experience:

- 2-3 years of relevant experience in Administration / Office Management / Front Office / Travel Desk / Facility Management.
- Experience in a manufacturing/engineering company will be an added advantage.

5. Key Performance Indicators (KPIs)

The Admin Executive can be evaluated on:

- Timely completion of travel and hotel bookings.
- Accuracy of travel and accommodation arrangements.
- Visitor management and front-office effectiveness.
- Timely closure of administrative requirements.
- Vendor service quality and coordination.
- Office cleanliness and facility maintenance.
- Availability of office supplies and consumables.
- Accuracy of administrative records and documentation.
- Control of administrative and travel expenses.
- Timely submission of bills, invoices and MIS reports.
- Employee/management satisfaction with administrative support.
- Compliance with company administrative and security procedures.

Short Job Summary for HR/Organization ChartThe Admin Executive is responsible for managing day-to-day administrative operations, visitor and front-office management, employee and management travel bookings, hotel/accommodation arrangements, vendor coordination, facility management, office supplies, courier/dispatch, meetings, events and administrative documentation. The role ensures smooth, effective and professional administrative support to employees, management, customers and business visitors.

Pay: ₹20,000.00 - ₹25,000.00 per month

Benefits:

- Provident Fund

Work Location: In person

📌 Admin Executive (Bengaluru)
🏢 OPTICS & ALLIED ENGG. PVT.LTD.
📍 Bengaluru