: Admin Executive

Department: Administration

Location: Gurgaon

Experience: 2–4 years

Employment Type: Full-time

About the Role

We are looking for a proactive and organized Admin Executive to manage day-to-day administrative operations and ensure the smooth functioning of our office. The ideal candidate should be detail-oriented, have robust coordination skills, and be comfortable working in a dynamic, fast-paced PR agency environment.

Key Responsibilities

1. Office Administration & Facilities

- Oversee day-to-day office operations and ensure the workplace is well-maintained and organized.
- Coordinate with housekeeping, security, facility management, and other service providers.
- Manage office supplies, stationery, pantry inventory, and other administrative requirements.
- Ensure office equipment and infrastructure are maintained and operational.
- Coordinate with vendors for repairs, maintenance, and other facility-related services.

2. Vendor & Expense Management

- Coordinate with vendors for quotations, purchase orders, invoices, and payments.
- Maintain records of administrative expenses, bills, and vendor contracts.
- Assist with expense tracking and ensure timely submission of invoices to the Finance team.
- Negotiate with vendors wherever required to ensure cost-effective services.

3. Employee & Visitor Coordination

- Manage visitor reception, meeting room bookings, and guest arrangements.
- Support employee requirements related to office facilities and administration.
- Coordinate with internal teams to ensure smooth day-to-day operations.
- Assist with employee onboarding logistics, including workstation allocation, access cards,



and other administrative arrangements.

4. Travel & Event Coordination

- Coordinate travel bookings, hotel reservations, and local transportation for employees and business guests, as required.
- Support internal meetings, town halls, employee engagement activities, and office celebrations.
- Assist with logistical arrangements for client meetings, agency events, and other office activities.

5. Documentation & Compliance

- Maintain administrative records, vendor details, asset registers, and inventory logs.
- Track office assets, equipment allocation, and maintenance schedules.
- Ensure adherence to office policies, safety procedures, and administrative processes.
- Support audits and provide administrative documentation as required

Skills & Qualifications

- Graduate in any discipline.
- 2–4 years of experience in office administration, preferably in a PR agency, advertising agency, media company, or other service-oriented organisation.
- Strong organizational, coordination, and multitasking skills.
- Good verbal and written communication skills.
- Proficiency in MS Office, particularly Excel and Outlook.
- Ability to manage multiple priorities and work effectively in a fast-paced environment.
- A proactive, solution-oriented approach with strong attention to detail.

Key Competencies

- Planning and coordination
- Vendor management
- Problem-solving
- Time management
- Interpersonal and communication skills
- Attention to detail and ownership

Ideal Candidate : Someone who can manage daily office administration, coordinate effectively with internal teams and external vendors, and ensure a seamless workplace experience for employees and visitors.

📌 Administrative Executive (Gurugram)
🏢 PR Pundit Havas Red
📍 Gurugram