About the Company
Infotek Software & Systems Pvt. Ltd. (i-TEK RFID) Overview of i-TEK
- Infotek Software & Systems (P) Limited [i-TEK] is a RFID Solutions & System Integration company catering to different business verticals. The company, also known as i-TEK, has to its credit several live sites and unique pilot traces across diverse market verticals deployed by its experienced team of engineers. i-TEK’s products and applications improve business processes where identification, authentication and automatization are of prime concern. We are not just geared to keep pace with the dynamic world of RFID
- NFC and IoT but we are here to lead the sector and drive the evolution we anticipate. We derive the confidence to achieve our vision from our in-depth knowledge, extensive experience, a stronghold on technology, and our proficient people. We are privileged and continue to serve 4000+ reputed brands across business verticals.

About the Role
Administrative Executive

Location:
Pune [Work from office mandatory]

Experience:
5-8 years We are looking for an experienced and dynamic Administrator to oversee and manage a wide range of administrative functions. The Administrative Executive will be responsible for ensuring the smooth and efficient operation of office and facility management, vendor relations, procurement, employee management, event planning, and project coordination. This role requires solid ownership, organizational skills, and a keen ability to drive cost-saving initiatives, manage facilities, and support the overall business operations.
• Vendor Management: Manage relationships with all key vendors and service providers (including suppliers, contractors, and service vendors).
Negotiate and monitor contracts, ensuring high-quality service delivery and cost-effectiveness.
Regularly assess vendor performance and take corrective actions when necessary to maintain high service standards.
• Facility Management: Oversee the maintenance, cleanliness, and overall functioning of office premises, guest houses, and other facilities.
Supervise all aspects of facility upkeep, including maintenance, repairs, and handling emergency situations.
Ensure compliance with safety regulations, building codes, and corporate standards.
• Asset Management: Develop and maintain an asset register, ensuring accurate tracking of all company assets (including office equipment, furniture, and machinery).
Manage asset lifecycle, from procurement to disposal, ensuring proper utilization and cost control.
• Housekeeping: Supervise housekeeping staff and ensure that office and guest house facilities are clean, organized, and well-maintained.
Develop and enforce housekeeping policies, schedules, and procedures to ensure consistency and quality.
Cost Saving Initiatives:Identify opportunities for cost-saving in office operations, procurement, and vendor management.




Implement strategies to reduce operational costs without compromising service quality or employee satisfaction.
Track and report on cost-saving achievements and suggest further improvements.
• Event Planning and Execution: Plan and organize company events, including conferences, meetings, team-building activities, celebrations, and client engagements.
Coordinate logistics, vendor sourcing, budgeting, and execution of events from inception to completion.
Ensure that all events align with company culture and business objectives while staying within budget.
• Administrative Support: Provide general administrative support, including assisting executives and employees with scheduling, communications, and document management.
Oversee labour/helper hiring to support various operational needs (temporary or permanent staffing).
Coordinate with HR and recruitment to manage hiring, training, and scheduling of labour or helper resources for day-to-day office & warehouse requirements.
• Maintenance Repair: Oversee all maintenance and repair work within the office and facility, ensuring timely and cost-effective solutions.
Manage relationships with third-party maintenance service providers and ensure that repairs are handled efficiently.
Develop and maintain an ongoing preventive maintenance schedule.
• Guest House Management: Supervise the operation and management of guest houses, ensuring proper functioning, cleanliness, and guest satisfaction.
Coordinate reservations, staffing, and maintenance, ensuring a positive experience for visitors and guests.
Security Management:Oversee security operations, including the management of security personnel, monitoring systems, and physical security measures.
Ensure the safety and security of employees, visitors, and company property.
Develop and enforce security protocols to mitigate risks and respond to incidents.
• AMC (Annual Maintenance Contracts) Management: Manage all AMC agreements, ensuring timely renewals and compliance with service level agreements (SLAs).
Track and monitor vendor performance on AMCs, ensuring that all contracted services are delivered on time and meet the required quality standards.
Ensure the timely resolution of any service-related issues.
• Procurement Management:Oversee the procurement process for office supplies, equipment, and services.
Manage vendor selection, negotiate contracts, and ensure competitive pricing.
Maintain inventory levels, track spending, and ensure the timely availability of resources for smooth business operations.
• Gifting and Employee Engagement: Coordinate corporate gifting for clients, partners, and employees during key events or holidays.




Plan and execute employee engagement initiatives to boost morale and strengthen company culture.
Ensure that gifts and engagement activities align with company values and budgets.
• Shifting Projects: Oversee and manage any office relocation, space reorganization, or shifting projects.
Ensure smooth transitions, minimal downtime, and careful handling of office assets and equipment.
Coordinate with contractors and internal teams to manage logistics and implement the shift plan effectively.
• BOQ (Bill of Quantities) Validation: Assist in the preparation and validation of the Bill of Quantities (BOQ) for various office infrastructure projects.
Ensure that the BOQ is accurate, aligned with project specifications, and cost-effective.
Coordinate with contractors and project managers to verify measurements, quantities, and costs. Responsibilities
• Vendor Management: Manage relationships with all key vendors and service providers (including suppliers, contractors, and service vendors).
• Facility Management: Oversee the maintenance, cleanliness, and overall functioning of office premises, guest houses, and other facilities.
• Asset Management: Develop and maintain an asset register, ensuring accurate tracking of all company assets (including office equipment, furniture, and machinery).
Manage asset lifecycle, from procurement to disposal, ensuring proper utilization and cost control.
• Housekeeping: Supervise housekeeping staff and ensure that office and guest house facilities are clean, organized, and well-maintained. Develop and enforce housekeeping policies, schedules, and procedures to ensure consistency and quality.
• Cost Saving Initiatives: Identify opportunities for cost-saving in office operations, procurement, and vendor management. Implement strategies to reduce operational costs without compromising service quality or employee satisfaction.
• Event Planning and Execution: Plan and organize company events, including conferences, meetings, team-building activities, celebrations, and client engagements.
Coordinate logistics, vendor sourcing, budgeting, and execution of events from inception to completion.
• Administrative Support: Provide general administrative support, including assisting executives and employees with scheduling, communications, and document management.
Oversee labour/helper hiring to support various operational needs (temporary or permanent staffing).
Coordinate with HR and recruitment to manage hiring, training, and scheduling of labour or helper resources for day-to-day office & warehouse requirements.
• Maintenance & Repair: Oversee all maintenance and repair work within the office and facility, ensuring timely and cost-effective solutions.
Manage relationships with third-party maintenance service providers and ensure that repairs are handled efficiently.
Develop and maintain an ongoing preventive maintenance

📌 Administrative Executive (India)
🏢 i-TEK RFID
📍 India