Administrative Executive

Job Description

Job Title: Administrative Executive/Manager

Department:	Administration
Location:	Minto Park, Kolkata
Reports To:	CFO
Employment Type:	Full-time

Job Summary:

Administrative Manager to oversee all aspects of administrative operations across the organization. This role requires a strategic thinker who can implement systems, manage office infrastructure, support cross-functional teams, and ensure that all administrative processes contribute to operational efficiency and organizational success. The ideal candidate will have a strong background in office administration, vendor and facilities management, team supervision, and cross-departmental coordination.

Key Responsibilities:

1. Office Operations Management
   • Oversee day-to-day office operations across multiple departments or locations.
   • Develop, implement, and maintain office administrative systems, policies, and procedures.
   • Monitor and maintain office equipment and ensure timely repairs or replacements.
   • Ensure a clean, safe, and productive work environment by managing office cleanliness, workspace allocation, and workplace health and safety compliance.
2. Team Supervision and Development
   • Lead and supervise a team of administrative staff, including office assistants, Front Office and support staff.
   • Assign roles, delegate responsibilities, and monitor performance.
   • Conduct regular training and performance reviews; identify skill gaps and organize development plans.
   • Foster a professional and supportive team culture.
3. Facility, Asset & Housekeeping Management
   • Office & Utilities Maintenance:
     • Oversee day-to-day maintenance of office infrastructure, including HVAC, electrical, plumbing, and other utilities.
     • Ensure smooth operation of all facilities, minimizing downtime and disruptions.
     • Monitor and maintain office equipment, fixtures, and furniture in good working condition.
   • Safety & Security:
     • Implement and monitor security protocols for personnel and assets.
     • Maintain fire safety measures, conduct periodic drills, and manage emergency response plans.
     • Ensure compliance with workplace safety regulations, health, and environmental standards.
   • Asset Management:
     • Maintain a comprehensive inventory of all fixed assets, including furniture, IT equipment, and office appliances.
     • Track asset life-cycle, coordinate repairs, replacements, and upgrades with IT, procurement, or external vendors.
     • Maintain records for asset acquisition, disposal, and depreciation.
   • Housekeeping Supervision & Maintenance:
     • Supervise housekeeping staff to ensure cleanliness and hygiene across all office areas, including workstations, meeting rooms, restrooms, and common areas.
     • Monitor cleaning schedules, laundry, waste management, and pest control services.
     • Ensure availability and proper maintenance of housekeeping equipment and consumables.
     • Conduct periodic inspections and audits to maintain high standards of hygiene and organization.
4. Administrative Reporting & Coordination
   • Prepare and maintain various administrative reports, including:
     • Utility consumption and cost reports - Track and record monthly consumption of electricity, water, diesel (for DG sets), and other utilities used across office premises.
     • Digital and physical records of all utility bills, receipts, and payment proofs.
     • Monthly utility cost dashboards and submit them to management for review.
     • Security and incident reports
     • Housekeeping and cleaning schedules
     • Vendor and service provider performance reports
   • Submit timely reports to management for review and decision-making.
   • Coordinate with internal departments, vendors, and contractors to ensure smooth facility operations and compliance with service level agreements (SLAs).
5. Vendor and Contract Management
   • Manage relationships with external vendors and service providers (e.g., housekeeping, security, stationery, courier, etc.).
   • Review and negotiate contracts, ensuring terms are cost-effective and services are delivered as agreed.
   • Maintain a vendor database and ensure timely renewals and compliance.
6. Procurement and Inventory Control
   • Manage procurement of office supplies, equipment, and consumables.
   • Develop and monitor budgets for administrative purchases and ensure cost efficiency.
   • Maintain inventory logs, track usage, and implement reordering systems.
7. Compliance and Documentation
   • Ensure adherence to internal policies and external legal or regulatory requirements.
   • Maintain accurate records related to administration: lease agreements, service contracts, office licenses, etc.
   • Coordinate audits, inspections, and compliance checks related to facilities and administration.
8. Travel and Event Coordination
   • Manage travel arrangements including flight bookings, accommodations, transportation, and travel reimbursements.
   • Organize company events, meetings, off-sites, and conferences; handle logistics and administrative support.
9. Budgeting and Reporting
   • Develop and monitor the administration department budget.
   • Prepare monthly, quarterly, and annual reports on administrative costs, efficiency improvements, and team performance.
   • Recommend cost-saving initiatives and resource optimization strategies.

Qualifications and Skills:

Education:

• Bachelor's degree in Business Administration, Management, Facilities Management, or a related field.
• A Masters degree or diploma in Office Management / Operations (preferred but not mandatory).

Experience:

Experience in managing multi-location offices or large teams is highly desirable.

Technical Skills:

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Familiarity with office management software, ERP systems (e.g., SAP, Oracle, Zoho), and digital procurement tools.
• Knowledge of local labour laws, office safety norms, and compliance regulations.

Soft Skills:

• Strong leadership, team-building, and interpersonal skills.
• Excellent verbal and written communication skills.
• High attention to detail with excellent organizational and problem-solving abilities.
• Ability to multitask and prioritize in a fast-paced environment.
• Discreet, trustworthy, and able to handle confidential information professionally.

Benefits:

• Performance-based incentives and annual appraisals.
• Opportunities for training and professional development.

Role:

Head - Administration

Industry Type:

NBFC

Department:

Administration & Facilities

Employment Type:

Full Time, Permanent

Role Category:

Administration

Education:

• UG: Any Graduate
• PG: MBA/PGDM in Any Specialization

Key Skills:

• Administrative Operations - vendor & Stakeholder Management, facility Management
• Vehicle Management - office Administration, problem Solving, Travel Management
• Vendor Coordination - Multitasking, Security Management, record Keeping & Documentation, housekeeping Management

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