Administrative Executive – HR & General AdministrationCompany: Agile Bioscience Private Limited

Location: Ahmedabad, Gujarat

Job Type: Full time, On-site

Department: Administration & Human Resources

Reporting To: Director / Management

- Company DescriptionAgile Bioscience Private Limited is a specialized analytical services provider supporting the development and characterization of biopharmaceutical products across the protein lifecycle, from discovery to commercialization. The company provides comprehensive analytical services for proteins, monoclonal antibodies, peptides, antibody–drug conjugates (ADCs), and other complex biological molecules.

Its capabilities include higher-order structural characterization, physicochemical characterization, amino acid analysis, peptide mapping, glycosylation profiling, disulfide bond identification, intact molecular weight assessment, and advanced analytical techniques such as icIEF, CE-SDS, HPLC, DSC, CD, FT-IR, SEC-MALS, SV-AUC, and micro-flow imaging.

Agile Bioscience operates in a quality-driven scientific environment, supported by experienced scientists, advanced analytical instrumentation, and established quality management systems. The company is committed to delivering reliable analytical results and maintaining high standards of documentation, compliance, and operational excellence.

- Role DescriptionThe Administrative Executive will be responsible for managing day-to-day administrative operations, supporting HR activities, coordinating with vendors, maintaining procurement and invoice records, and monitoring administrative and compliance-related schedules.

The role will also involve coordinating recruitment activities, maintaining employee attendance and leave records, supporting onboarding and employee documentation, and tracking instrument calibration schedules in coordination with the Quality Assurance (QA) and concerned technical teams.

The ideal candidate should be proactive, well-organized, detail-oriented, and capable of managing multiple responsibilities while ensuring timely follow-ups, accurate documentation, confidentiality, and smooth functioning of office and laboratory support activities.

- Key Roles and ResponsibilitiesA. Human Resources (HR) Coordination

- Maintain candidate databases and recruitment trackers to monitor hiring progress and closure timelines.
- Coordinate interview schedules and communicate with shortlisted candidates regarding interview details and feedback.
- Assist with employee onboarding, joining formalities, document collection, employee file maintenance, and induction coordination.
- Maintain employee attendance, leave records, late-coming records, and related trackers.
- Monitor daily attendance and prepare periodic attendance summaries for management and payroll processing.
- Coordinate with employees and reporting managers regarding attendance discrepancies, leave regularization, and missing attendance entries.
- Maintain employee records, including joining documents, personal information, appointment letters, and other HR-related documentation.
- Assist in coordinating employee engagement activities, internal announcements, celebrations, and employee recognition programs.
- Support HR-related administrative activities, including confirmation, appraisal, and exit formalities, as assigned.

B. Vendor Management and Procurement Coordination

- Coordinate with vendors and service providers for quotations, purchase requirements, delivery timelines, and service arrangements.
- Obtain quotations for office supplies,



laboratory consumables, equipment services, maintenance, and other approved requirements.
- Prepare purchase orders (POs) in accordance with company procedures and approval workflows.
- Follow up with vendors for PO acknowledgements, order confirmation, dispatch, delivery, installation, and service completion.
- Maintain vendor databases, contact details, quotation records, purchase trackers, and correspondence.
- Coordinate with internal departments to understand and track their administrative and procurement requirements.
- Assist in identifying alternative vendors and obtaining comparative quotations when required.
- Ensure timely follow-up on pending orders, delayed deliveries, and unresolved vendor issues.

C. Invoice Management and Payment Follow-ups

- Receive and verify vendor invoices against approved purchase orders, quotations, delivery records, or service completion documents, as applicable.
- Maintain invoice registers and track invoice submission, verification, approval, and payment status.
- Coordinate with the Finance/Accounts team for invoice processing and payment scheduling.
- Follow up with vendors for missing invoices, supporting documents, credit notes, and other required records.
- Track outstanding vendor payments and escalate overdue or disputed invoices to the concerned department.
- Coordinate with internal teams to resolve invoice discrepancies and documentation gaps.
- Maintain organized records of purchase orders, invoices, delivery challans, service reports, and payment correspondence.

D. General Office and Facility Administration

- Manage routine office administration to ensure smooth day-to-day operations.
- Monitor office supplies, stationery, pantry requirements, housekeeping, and other general facility needs.
- Coordinate with housekeeping, maintenance, security, facility management, and other service providers.
- Ensure proper maintenance of administrative records, files, registers, and office documentation.
- Coordinate meetings, visitor arrangements, appointments, travel bookings, and logistics as required.
- Assist management with preparing letters, internal communications, presentations, reports, and administrative summaries.
- Monitor office equipment maintenance and coordinate repairs or servicing when required.
- Support employee communication, internal announcements, and general workplace coordination.
- Ensure timely reporting and resolution of routine administrative issues.

E. Documentation, Record Keeping, and Reporting

- Maintain accurate, updated, and easily retrievable administrative, HR, vendor, procurement, and attendance records.
- Prepare and maintain trackers for recruitment, employee attendance, calibration schedules, purchase orders, invoices, vendor follow-ups, and office requirements.
- Generate periodic status reports for management, highlighting pending activities, upcoming due dates, delays, and required actions.
- Ensure appropriate document filing, version control where applicable, and confidentiality of employee and company records.




- Support internal audits and administrative documentation requirements by retrieving and coordinating the required records.
- Follow established company policies, procedures, and document retention practices.

F. Management and Cross-Functional Support

- Provide administrative assistance to the Director and management team as required.
- Coordinate with HR, QA, Research & Development, laboratory operations, Finance, Procurement, and other internal stakeholders.
- Maintain effective communication and follow up on assigned tasks to ensure timely completion.
- Proactively identify pending activities, upcoming deadlines, and administrative bottlenecks.
- Support special projects and other responsibilities assigned by management.

4. Qualifications and Experience
- Bachelor's degree in Business Administration,Commerce, Office Management, or a related discipline.
- Approximately 2–3 years of relevant experience in administration, HR coordination, office management, or a similar role.
- Prior experience in backend office coordination, attendance management, vendor coordination, purchase orders, invoice tracking, and general administration is preferred.
- Familiarity with instrument calibration schedules, preventive maintenance coordination, and quality documentation in a regulated laboratory environment will be an added advantage.

5. Required Skills and Competencies
- Strong organizational, planning, and time-management skills.
- Good written and verbal communication skills.
- Proficiency in Microsoft Excel, Word, Outlook/email, and other routine office applications.
- Ability to maintain trackers, prepare reports, and manage documentation accurately.
- Strong follow-up, coordination, and problem-solving skills.
- Ability to manage multiple tasks and prioritize work based on urgency and deadlines.
- Professional conduct and the ability to maintain confidentiality of employee, financial, and business information.
- Attention to detail and a proactive approach to identifying pending activities.
- Ability to coordinate effectively with employees, management, vendors, service providers, and external stakeholders.
- Willingness to work in a process-oriented, quality-conscious scientific organization.

6. Key Performance Indicators (KPIs)Performance will be evaluated against agreed targets, including:
1. Recruitment Coordination: Timely scheduling of interviews, candidate follow-ups, and maintenance of recruitment trackers.
2. Attendance Management: Accuracy and timely updating of employee attendance and leave records.
3. Calibration Schedule Monitoring: Timely reminders and follow-ups for upcoming calibration due dates, with prompt escalation of overdue activities.
4. Vendor Coordination: Timely procurement follow-ups, delivery coordination, and resolution of vendor-related issues.
5. PO and Invoice Tracking: Accurate maintenance of purchase order and invoice registers, with timely coordination for approvals and payment follow-ups.
6. Administrative Efficiency: Timely completion of office administration activities and resolution of routine facility-related issues.
7. Documentation Accuracy: Completeness, accuracy, and retrievability of HR and administrative records.
8. Reporting and Communication: Timely submission of trackers, status reports, and pending-activity summaries to management.

7. Work Environment
- This is a full-time, in office position based at Agile Bioscience Private Limited, Ahmedabad, Gujarat. The role requires regular interaction with management, employees, laboratory personnel, QA, Finance, vendors, and external service providers.

📌 Administrative Executive – HR, Procurement & General Administration (Ahmedabad)
🏢 Agile BioScience
📍 Ahmedabad