- (JD)Designation: Admin Executive
- Department: Administration/ Corporate Services
- Location:Noida Sec 132

1. Job PurposeTo ensure the smooth functioning of office administration, facilities, employee services, travel, events, vendor management, and organizational coordination. The role involves supporting management in planning, communication, approvals, budgeting, and execution of administrative activities while ensuring cost efficiency, compliance, safety, and business continuity.
2. Key Roles & ResponsibilitiesA. Office & Facility Management

B. Travel Desk Management C. Event Management & Facilitation

D. Cost Optimization & Budgeting

E. Employee Support & Services

F. Safety, Security & Access Control

G. Record Keeping & Reporting

H. Vendor & Asset Management

I. Business Continuity Management

J. Management Meetings & Alignments

K. Executive Coordination, Strategic Planning, Communication & Liaison, and Task Prioritization.

- Manage day-to-day office administration and facility operations.
- Ensure the availability and proper maintenance of office infrastructure, utilities, equipment, and common areas.
- Coordinate housekeeping, maintenance, repairs, and other facility-related services.
- Monitor workplace standards and ensure a comfortable and productive office environment.
- Coordinate travel arrangements, including flights, hotels, local transportation, and itineraries.
- Manage travel requests, bookings, cancellations, and related documentation.
- Ensure adherence to the organization's travel policy and budget.
- Maintain travel records and coordinate travel expense reconciliation.
- Plan and coordinate internal meetings, corporate events, employee engagement activities, workshops, and official gatherings.
- Manage venue arrangements, catering, logistics, invitations, and other event requirements.
- Coordinate with internal teams and external service providers to ensure successful execution.
- Track event expenses and maintain relevant records.
- Assist in preparing and monitoring administrative and facility-related budgets.
- Identify opportunities for cost reduction and efficient utilization of resources.
- Monitor administrative expenses against approved budgets.
- Act as a coordination point for employee administrative requests and workplace services.
- Facilitate employee onboarding support, seating arrangements, access requirements, and other administrative formalities.
- Address employee service requests and coordinate with relevant departments for timely resolution.




- Support employee welfare initiatives and maintain service standards.
- Coordinate office security, visitor management, employee access cards, and access permissions.
- Ensure compliance with workplace safety, security, and emergency procedures.
- Coordinate with security personnel and facility service providers.
- Support emergency preparedness, incident reporting, and implementation of corrective actions.
- Maintain accurate records of administrative activities, expenses, contracts, service requests, and approvals.
- Prepare periodic MIS reports, trackers, and dashboards for management review.
- Ensure proper documentation, filing, confidentiality, and retrieval of records.
- Track pending actions, renewals, and compliance-related documentation.
- Coordinate vendor identification, onboarding, documentation, service delivery, and performance monitoring.
- Maintain vendor databases, agreements, quotations, and renewal records.
- Maintain an inventory of office assets and equipment, including allocation, movement, and disposal records.
- Coordinate asset verification, maintenance, and replacement as required.
- Support procurement activities in accordance with organizational policies.
- Support the development and implementation of administrative contingency and business continuity plans.
- Coordinate emergency preparedness, backup arrangements, and essential facility services.
- Maintain emergency contact lists, escalation matrices, and relevant continuity documentation.
- Assist in periodic reviews, drills, and follow-up actions to minimize operational disruptions.
- Coordinate management meetings, review sessions, and cross-functional discussions.
- Prepare meeting agendas, circulate pre-read documents, record minutes, and maintain action trackers.
- Follow up with stakeholders to ensure timely completion of assigned actions.
- Coordinate schedules and facilitate communication between departments and management.
- Provide administrative and coordination support to senior management and executives.
- Manage calendars, appointments, meetings, correspondence, and official communication as assigned.
- Coordinate with internal departments, external stakeholders, vendors, and other relevant parties.




- Assist in planning administrative priorities, tracking key deliverables, and monitoring timelines.
- Prioritize requests based on urgency, business impact, and management direction.
- Maintain confidentiality while handling sensitive information and executive communications.
- Coordinate administrative approval requests in accordance with established delegation-of-authority guidelines.
- Prepare and route approval notes, purchase requests, expense requests, and other administrative documents.
- Track approval status, follow up with relevant stakeholders, and maintain an audit trail.
- Ensure that commitments and expenditures are processed only after the required authorization.
- Coordinate supplier registration and onboarding across customer, procurement, and other relevant supplier portals.
- Collect and validate required supplier documents, forms, declarations, and business information.
- Liaise with internal finance, procurement, legal, and compliance teams to complete registration requirements.
- Monitor application status, resolve documentation gaps, and coordinate renewals and profile updates.
- Maintain a tracker of registrations, credentials, submission dates, and pending actions, ensuring secure handling of login information.
- Support CEA-related administrative activities, coordination, documentation, and reporting as applicable to the organization's requirements.
- Liaise with relevant internal teams and external stakeholders to ensure timely completion of assigned CEA activities.
- Maintain CEA-related records, trackers, approvals, and supporting documentation.
- Monitor timelines and follow up on pending activities to ensure compliance with applicable internal procedures.
- Robust organizational, planning, and coordination skills.
- Excellent verbal and written communication.
- Proficiency in MS Office, spreadsheets, presentations, and reporting tools.
- Vendor coordination, negotiation, and cost-control capabilities.
- Ability to manage multiple priorities and meet deadlines.
- Strong follow-up, problem-solving, and stakeholder-management skills.
- Attention to detail in documentation, reporting, and compliance.
- Discretion and confidentiality when handling sensitive information.
- Proactive approach to service delivery and continuous improvement.
- Timely completion of administrative requests and management action items.

Job Type: Full-time Pay: ₹20,000.00 - ₹25,000.00 per month

Language

- English (Preferred)

Work Location: In person

📌 Admin Executive (Noida)
🏢 Acutec Global Services
📍 Noida