Administration executive

We are looking for a detail-oriented and proactive Administration & Office Executive to manage day-to-day office operations, employee support services, travel coordination, vendor management, and asset maintenance. The role requires strong organizational skills, multitasking ability, and a customer-service mindset to ensure smooth functioning of office administration and a positive employee experience.

Key Responsibilities :

Office Administration & Facility Management

Handle visa documentation and related formalities.

Manage pantry and office supplies, ensuring timely ordering and stock maintenance.

Oversee utilities (water, electricity, Wi-Fi, mobile connections) and ensure proper functioning.

Monitor Annual Maintenance Contracts (AMC) for services like pest control, coffee machines, and air conditioning, including renewals.

Ensure office cleanliness, hygiene, and safety standards are maintained.

Coordinate with courier companies for asset dispatch to remote employees.

Maintain and update asset records regularly.

Travel & Hospitality

Manage domestic and international travel bookings (flights, stays, Airbnb, etc.).

Oversee hospitality arrangements for employees, guests, and events.

Employee Engagement & Events

Organize and manage internal office events and celebrations (e.g., Diwali gifting, team events).

Support new joiner onboarding with welcome kits and smooth induction support.

Assist with employee reimbursements, vouchers, and related documentation.

Documentation & Support

Scan bills, vouchers, and maintain proper records.

Provide required printouts and document support to employees and management.

Create and manage QR codes for ID cards and business cards.

Support any ad-hoc admin-related tasks as required.

Vendor & Procurement Management

Identify, finalize, and coordinate with vendors for new stock items and gifting options.

Oversee sourcing, ordering, and delivery of materials across multiple office locations in India.

Key Skills & Competencies :

Strong organizational and multitasking abilities.

Excellent communication and coordination skills.

Proficiency in MS Office (Word, Excel, Power Point) and Google Workspace.

Ability to manage vendors, contracts, and budgets.

Attention to detail and problem-solving mindset.

Positive, approachable, and service-oriented attitude.

Qualifications & Experience :

Bachelor’s degree in business administration, Management, or related field.

2–4 years of experience in office administration, facilities management, or similar roles.

Prior experience in vendor management, travel coordination, and employee engagement preferred.