Administration Executive

Position: Administrative Executive

Location: Bangalore

Department: Administration

Key Responsibilities

1. Office Administration & Facility Management

• Oversee daily office administration including facility operations, equipment upkeep, workspace maintenance, and arranging seating space for new joiners
• Liaise with tech park authorities for facilityrelated requirements, escalations, and compliance needs.
• Coordinate office repairs and maintenance by working closely with housekeeping teams, contractors, and service partners.
• Manage fleet and transport operations, ensuring smooth coordination and timely availability.

2. Vendor & Procurement Management

• Collaborate with vendors for ID card printing, office supplies, event materials, trophies, Tshirts, dcor, and related requirements.
• Handle endtoend procurement activities including sourcing, negotiation, quotation comparison, vendor evaluation, and delivery followup.
• Raise PRs/POs and process invoices as per company guidelines.
• Maintain and organize documentation related to purchases, contracts, and service agreements.

3. Employee Support & Administrative Services

• Provide employees with timely support on administrative requests and general office services.
• Address and resolve facility or logisticsrelated concerns efficiently and proactively.

4. Travel & Logistics

• Arrange hotel bookings, cab services, and travel logistics for employees and visitors.
• Track travel utilization, expenses, and vendor performance for continuous improvement.

5. Event Management

• Support internal engagement events, celebrations, leadership visits, and office functions.
• Manage endtoend event logistics including venue booking, catering, dcor, and vendor coordination.
• Ensure seamless execution through effective planning and followthrough.

6. Housekeeping & Security Management

• Supervise housekeeping activities, staff deployment, and roster management.
• Coordinate with security teams for roster planning, access control, and safety compliance.
• Oversee FAS (Fire Alarm System) and PAS (Public Address System) operations and ensure timely escalation of issues.

7. Crisis & Communication Management

• Support emergency response planning, including fire evacuation drills and safety readiness.
• Facilitate timely and accurate communication during emergencies and critical situations.
• Work with the Emergency Response Team (ERT) to maintain preparedness and adherence to safety protocols.

8. Financial Administration

• Manage corporate credit card usage, maintain logs, and ensure proper documentation.
• Track administrative expenses and contribute to costeffective operations.

9. Performance Monitoring & Process Improvement

• Gather employee feedback through surveys and interactions to assess facility and administrative service quality.
• Recommend and implement improvements to enhance the overall workplace experience.

10. Technology & Tools

• Demonstrate proficiency in Microsoft Office Suite and other administrative tools.
• Familiarity with Oracle or similar ERP/procurement platforms is an added advantage.

Required Skills & Qualifications

• Bachelors degree in any discipline.
• 2–5 years of experience in office administration, facilities, or similar roles.
• Strong communication and interpersonal skills.
• Excellent organizational, analytical, and problemsolving abilities.
• Ability to multitask, prioritize, and work efficiently in fastpaced environments.
• Techsavvy with good knowledge of MS Office and administrative systems.
• Experience in vendor negotiation, procurement, and documentation processes.
• Ability to work independently and handle pressure during peak workloads.

Preferred Attributes

• Prior experience in IT/Tech park environments.
• Understanding of safety protocols, ERT operations, and FAS/PAS systems.
• Customercentric mindset with a proactive approach and strong sense of ownership.
• Positive attitude and willingness to support crossfunctional teams.