Administration Executive

Job Title: Executive Administration

Location : Gurugram, Haryana

Experience : 2 to 5 Years

Salary : Up to 5.5 LPA

Qualification : Graduate in any discipline

Notice Period : Immediate to 20 Days

Working Days/Hours : As per company policy (Standard shift: 9:30 AM 6:30 PM)

Job Summary

We are looking for an experienced and proactive Admin Executive to manage overall office administration and facility operations. The candidate will be responsible for ensuring smooth day-to-day office functioning, including travel arrangements, visa coordination, housekeeping, security, facility maintenance, vendor management, hospitality and asset management.

The ideal candidate should have strong organizational, coordination and communication skills, along with the ability to manage multiple administrative activities efficiently.

Key Responsibilities

1. Office Administration & Facility Management

• Manage day-to-day office administration and facility operations.
• Ensure proper maintenance of office infrastructure, furniture and equipment.
• Coordinate preventive and breakdown maintenance of AC, DG sets, electrical systems, lifts and other facilities.
• Monitor office utilities and ensure smooth functioning of workplace facilities.

2. Travel & Visa Management

• Coordinate domestic and international travel arrangements.
• Manage flight, train, hotel and local transportation bookings.
• Coordinate visa applications, passport documentation and related formalities.
• Liaise with travel agencies, visa consultants and other service providers.

3. Housekeeping & Security Management

• Supervise housekeeping staff and outsourced housekeeping agencies.
• Ensure cleanliness and hygiene across office premises, cafeteria and meeting rooms.
• Manage security personnel, visitor entry, gate passes and access control.
• Ensure security protocols and emergency procedures are followed.

4. Vendor Management

• Coordinate with housekeeping, security, transport, travel and maintenance vendors.
• Obtain quotations, negotiate commercial terms and process work orders.
• Monitor vendor performance and service quality.
• Verify vendor invoices and coordinate payment processing.

5. Hospitality & Guest Management

• Coordinate arrangements for management, clients, visitors and business partners.
• Arrange meeting rooms, refreshments, accommodation and transportation.
• Support official meetings, conferences and company events.

6. Asset & Inventory Management

• Maintain records of office assets, furniture, fixtures and equipment.
• Monitor stationery and administrative consumables.
• Conduct periodic physical verification of assets and inventory.

7. Documentation & MIS Reporting

• Maintain administrative records, vendor agreements, travel records and invoices.
• Prepare monthly MIS reports and administrative dashboards.
• Ensure proper documentation and compliance with company policies.

Required Skills & Competencies

• Minimum 5 years of experience in Administration and Facility Management.
• Strong experience in office administration and facility operations.
• Hands-on experience in vendor management and coordination.
• Knowledge of travel bookings and visa coordination.
• Experience in housekeeping and security management.
• Good knowledge of MS Excel, MS Word and Outlook.
• Strong communication and negotiation skills.
• Excellent organizational and multitasking abilities.
• Ability to manage urgent tasks and work in a fast-paced environment.
• Professional attitude with high levels of integrity and confidentiality.

Educational Qualification

Graduate in any discipline. Candidates with a background in Administration, Management or a related field will be preferred.

Interested candidate's can share their updated CV on tehseen@thehrsolutions.in