Administrative Executive

Job Overview :

The Admin Executive is responsible for ensuring smooth day-to-day administrative operations of the organization and its gym outlets. The role involves managing office and gym logistics, maintaining accurate records, handling procurement, coordinating maintenance and housekeeping activities, and ensuring office surveillance and asset security.

Key Responsibilities :

1. Administration & Office Operations :

Oversee daily administrative functions for the corporate office and all gym branches.

Maintain and update office and gym documentation, bills, invoices, and inventory records.

Ensure smooth functioning of utilities—electricity, internet, water, etc.

Manage petty cash, stationery, and housekeeping supplies.

Handle courier, printing, and vendor coordination tasks efficiently.

2. Gym Logistics & Material Management :

Coordinate procurement, dispatch, and installation of gym equipment and supplies.

Maintain a complete record of equipment movement, repairs, and AMC schedules.

Ensure timely logistics for gym acquisition, branding, and setup requirements.

Monitor delivery and condition of consumables and maintenance materials.

3. Surveillance & Asset Management :

Regularly monitor CCTV and surveillance systems for all gyms and office premises.

Maintain asset tracking sheets and ensure equipment security.

Coordinate with IT and maintenance vendors for timely repair or replacement.

4. Vendor & Service Coordination :

Liaise with vendors, suppliers, and service providers for quotations and contracts.

Negotiate rates, verify bills, and process payments after approval.

Maintain updated vendor contact and service records.

5. Record Maintenance & Reporting :

Maintain daily, weekly, and monthly admin reports.

Ensure proper documentation for audits and internal verification.

Assist management with expense summaries and operational cost tracking.

Skills & Qualifications :

Bachelor’s degree in Administration / Commerce / Management or related field.

2–5 years of experience in admin or facility management (fitness or retail industry preferred).

Strong organizational, coordination, and record-keeping skills.

Basic knowledge of procurement, vendor management, and logistics.

Proficiency in MS Excel, Word, and Google Sheets.

Attention to detail, reliability, and proactive problem-solving attitude.

Key Attributes :

✅ Highly organized and dependable

✅ Good communication and follow-up skills

✅ Ability to multitask and manage deadlines

✅ Trustworthy with handling company assets and confidential data