Admin Executive – Job Description

Purpose of the Role

To manage end-to-end administrative, facility, liaison, and vendor-related responsibilities, ensuring smooth office operations, compliance, cost control, and support to HR, Finance, and Management.

Key Responsibilities

1. Documentation & Record Keeping

- Maintain accurate and systematic records of documentation and files pertaining to Finance and HR.
- Create, update, and control master copies of organizational policies and procedures as per management requirements.
- Maintain MIS records, admin bills, and petty cash handling up to ₹1,000, along with supporting reports.
- Handle rent agreement renewals and maintain all related legal documentation.

2. Office Administration & Employee Support

- Manage overall office administration and official correspondence with effective cost control as per approved budgets.
- Issue and manage stationery, ID cards, uniforms, visiting cards, and other employee facilities.
- Arrange and coordinate training programs, meetings, and training room bookings with prior approval from the AGM.
- Maintain daily attendance of non-payroll staff and records of current and exited employees.
- Carry out administrative tasks assigned by AGM / WM / BM and the Assistant Manager – HR from time to time.

3. Facilities, Infrastructure & Safety Management

- Manage housekeeping, security, facility management, event management, and asset management for Pune locations.
- Ensure effective AMC management for office equipment and facilities.
- Conduct regular infrastructure, facility, and safety audits.
- Identify maintenance,



repair, and improvement requirements and coordinate timely execution.
- Ensure compliance with fire, safety, and statutory norms within office premises.
- Document audit observations, corrective actions, and closure status.
- Conduct continuous location visits for monitoring and compliance:
- Once every week: Hadapsar Service, Bhosari Service, Fatima Nagar Showroom, Chinchwad Showroom
- Once every month: Baramati Location

4. Security, Transport & Asset Management

- Handle responsibilities related to security services and material transport (stationery, uniforms, ID cards, etc.).
- Maintain accurate asset records, monitor usage, and ensure proper upkeep.

5. Vendor & Contract Management

- Search, evaluate, and finalize vendors including quotation collection and comparative analysis.
- Review, verify, and maintain vendor agreements and contracts.
- Negotiate commercial and service terms where required.
- Ensure vendors meet agreed service quality and brand standards.
- Renew vendor contracts before expiry to avoid service disruption.
- Conduct periodic vendor performance evaluations and maintain documentation.

6. Liaison & Government Coordination





- Coordinate and liaise with local authorities and statutory bodies.
- Schedule and attend meetings with government and regulatory departments.
- Submit required applications, reports, and compliance documentation.
- Obtain necessary approvals, licenses, and renewals in a timely manner.
- Resolve pending administrative and compliance-related issues.
- Maintain records of all official communications and approvals.

7. Insurance Management

- Update and maintain Group Accident Insurance policies.
- Manage and renew vehicle insurance for company-owned vehicles.

8. Event Coordination & Stationery Management

- Coordinate and manage internal events, trainings, meetings, and official functions.
- Plan logistics, vendor coordination, and administrative support for events.
- Manage office stationery requirements including indenting, ordering, stock control, and distribution.
- Ensure timely availability of stationery as per departmental needs and approved budgets.

9. Audit & Compliance Support (DQA / DISHA)

- Support preparation and coordination for DQA and DISHA audits.
- Maintain and update audit-related documentation, checklists, and compliance records.
- Coordinate with internal teams to close audit observations within defined timelines.
- Ensure readiness and adherence to brand, process, and compliance standards during audits.

Job Type: Full-time

Pay: ₹16,000.00 - ₹21,000.00 per month

Perks:

- Cell phone reimbursement
- Paid sick time
- Paid time off
- Provident Fund

Work Location: In person

📌 Admin Executive (Pune)
🏢 Unnati Vehicle Private
📍 Pune