Administration Executive

Role & responsibilities

1. Infrastructure & Facility Management

• Oversee maintenance and upkeep of office infrastructure including workstations, meeting rooms, common areas, and utilities
• Coordinate with vendors for AMC services (HVAC, electrical, plumbing, etc.)
• Ensure timely resolution of infrastructure-related issues
• Monitor and manage office assets, repairs, and replacements
• Ensure compliance with safety, security, and statutory norms

2. Travel Desk Management

• Manage end-to-end travel arrangements (air, rail, hotel bookings, local transport)
• Coordinate with travel vendors/agencies for cost-effective and timely bookings
• Handle travel-related queries and last-minute changes efficiently
• Maintain travel MIS, expense tracking, and vendor billing validation
• Ensure adherence to company travel policies

3. Workspace & Office Management

• Plan and allocate seating/workspaces for employees and new joiners
• Ensure optimal utilization of office space
• Coordinate office layout changes, expansions, and relocations
• Maintain hygiene, housekeeping standards, and workplace aesthetics
• Support employee onboarding from an infrastructure readiness perspective

4. Vendor & Contract Management

• Identify, onboard, and manage vendors for admin services
• Negotiate contracts, track SLAs, and ensure service quality
• Process vendor invoices and ensure timely payments
• Maintain vendor database and documentation

5. General Administration

• Manage day-to-day administrative operations of the office
• Oversee housekeeping, pantry, security, and front office services
• Handle office supplies, stationery, and inventory management
• Support internal events, meetings, and employee engagement activities
• Maintain records, documentation, and admin MIS reports

6. Compliance & Governance

• Ensure adherence to company policies and administrative procedures
• Maintain statutory records and support audits related to admin functions
• Implement cost control and efficiency measures across admin activities

Preferred candidate profile

• Graduate in any discipline
• 510 years of experience in administration/facility management (preferably in corporate/head office setup)
• Experience in handling travel desk and vendor coordination is preferred