Job Title

Executive - Admin Job Description Summary

Role Title: Admin executive

Division /Region: Pune

Line of business: Asset Management

Location : Pune

Part Time, Full Time, or Fixed Term Contract: Full Time

Job Classification: Operation & Maintenance

Job Profile: Engineering Services_ST2

1.2. Reporting Relationships : This role will report into Site Manager

- Role Summary

- Key Responsibilities :

- Office & Calendar Management

- Manage calendars, schedule meetings, arrange meeting rooms/VC links, and coordinate agendas, minutes, and action trackers.

- Serve as the first point of contact for internal queries; route requests to the right stakeholders.

- Travel & Expense Support

- Coordinate domestic/international travel (flight, hotel, ground transport), visas, and travel insurance as per company policy.

- Prepare and submit expense reports and ensure policy compliance and timely reimbursements.

- Documentation & Reporting

- Draft, format, and proofread letters, presentations, spreadsheets, and reports.

- Maintain shared drives, trackers, and confidential records (NDA files, contracts, attendance, asset lists).

- Procurement & Vendor Coordination

- Raise purchase requests, obtain quotations, track POs/GRNs, and liaise with vendors (stationery, pantry, couriers, IT accessories, etc.).

- Monitor deliveries and AMC renewals; maintain inventory and cost logs.

- Facilities & Events Support

- Coordinate seating plans, access cards, meeting room equipment, and minor facility issues with Admin/IT.

- Plan and execute team events, townhalls, trainings, and visitor logistics.





- Compliance & Policy

- Uphold data privacy, information security, and travel/expense policies.

- Assist during audits with document retrieval and evidence collation.

- Qualifications & Experience

- Bachelor’s degree (Commerce/Arts/Business Administration preferred).

- 2-5 years of experience in administrative/office coordination roles (experience supporting Operations or large teams is a plus).

- Solid proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams) ; exposure to SAP/Concur/ServiceNow is an advantage.

- Excellent written and verbal communication skills in English; Hindi/Marathi proficiency preferred.

- Core Competencies

- High ownership, attention to detail, and follow‑through.

- Strong organizing, prioritization, and stakeholder management skills.

- Discretion with confidential information and a service‑oriented mindset.

- Problem‑solving, adaptability, and comfort with changing priorities.

- Key Performance Indicators (KPIs)

- On‑time completion of calendars, travel bookings, and expense submissions.

- Meeting/action tracker closure rates and stakeholder satisfaction (CSAT).

- Accuracy of documentation and audit readiness (zero policy breaches).

- Procurement TAT and cost‑efficiency versus budget.

- Tools & Platforms (preferred exposure)

- Microsoft 365: Outlook, Excel (v‑lookups/pivots), Word, PowerPoint, Teams/SharePoint.

- Ticketing/Procurement: ServiceNow, SAP/Ariba (or similar), Concur/Zoho Expenses.

- Collaboration: Zoom/Webex/Google Meet.

INCO: “Cushman & Wakefield”

📌 Executive - Admin (Pune)
🏢 Cushman E Wakefield
📍 Pune