Executive Admin

Job Description:

The Administration & Facilities Executive is responsible for managing day-to-day office operations, workplace facilities, vendor services, travel coordination, and administrative support to ensure a safe, efficient, and well-maintained work environment. The role involves facility management, contract administration, budgeting, vendor coordination, asset management, and ensuring smooth office operati

Job Description:

The Administration & Facilities Executive is responsible for managing day-to-day office operations, workplace facilities, vendor services, travel coordination, and administrative support to ensure a safe, efficient, and well-maintained work environment. The role involves facility management, contract administration, budgeting, vendor coordination, asset management, and ensuring smooth office operations.

Facilities & Office Management

• Oversee housekeeping, security, electrical maintenance, pest control, contract labor, DG operations, and office infrastructure.

• Manage AMCs for air-conditioning and other facility-related services.

• Coordinate with building management, estate developers, and maintenance agencies to resolve facility issues.

• Negotiate vendor contracts and maintenance charges to optimize costs and service levels.

Administration & Vendor Management

• Manage vendor relationships, invoice verification, and bill processing.

• Maintain pending bills tracker and coordinate with Accounts Payable for timely payments.

• Obtain and maintain MSME certificates and declarations from vendors.

• Support preparation and execution of service agreements and contracts.

Lease, Asset & Budget Management

• Coordinate lease agreement renewals and related documentation.

• Conduct periodic asset verification and maintain records.

• Assist in CAPEX and OPEX budgeting, monitoring, and cost control.

Travel & Hospitality

• Manage travel desk operations, including hotel bookings, travel arrangements, and stay coordination.

• Arrange transportation and cab bookings for senior management and visitors.

Qualifications & Experience

• Bachelor’s degree in business administration or related field.

• 4-8 years of experience in Administration, Facilities Management, or Office Operations.

• Experience in vendor management, facilities coordination, and budget tracking.

• Working knowledge system & MS Office.

Key Skills

• Facilities and office administration management

• Vendor and contract management

• Budgeting (CAPEX & OPEX)

• Strong negotiation and coordination skills

• Excellent organizational and communication abilities

• SAP and MS Office proficiency

• Ability to manage multiple priorities independently