Admin Executive - India

Job Title: Admin Executive - India

Location: Pune

Report To - HR Manager

Direct Report -0

About Artemyn

Artemyn is a leading minerals transformation company for industry solutions, active in the Paper & Board, Ceramics, and Fibreglass markets. With a revenue of approximately 400 million USD, Artemyn operates in 40 sites across 17 countries. Artemyn has a strong presence in the Asia Pacific region and continues to grow it. India represents a key market for Artemyn, generating nearly $15 million USD in revenue across its varied product lines.

Role Overview:

The Admin Executive plays a vital operational role in ensuring smooth day-to-day office administration, managing facility operations, procurement, vendor relations, and travel logistics. Additionally, this position provides essential cross-functional support across HR operations, IT asset tracking, and pan-India administrative initiatives to support organizational efficiency.

Responsibilities and Tasks:

Office Administration

• Office Operations & Facility Maintenance: Oversee daily office operations, including housekeeping, sanitation, facility maintenance, and routine safety inspections.
• Supplies & Petty Cash Management: Manage office supplies, pantry inventory, petty cash floats, cash flow administration, and routine utility requirements.
• Front Office & Logistics Support: Coordinate support staff duties, visitor reception, and inward/outward courier services.
• Contract & Vendor Management: Track, renew, and manage service agreements, Annual Maintenance Contracts (AMCs), and vendor relationships Tracking for statutory compliances related to third-party vendors and periodic license renewals.
• Procurement & Asset Accounting: Handle ERP procurement entries (PR, PO, GRN), verify invoices, and track office asset records.
• Corporate CUG Management: Administer corporate CUG mobile accounts, SIM allocations, and billing validations.
• Support Staff Supervision: Manage office boys and housekeeping team, including third-party payroll and salary processing.
• Travel Logistics & Expense Claims: Coordinate domestic and international travel logistics, including flights, accommodation, visa processing, and travel insurance per company policy, booking directly with hotels where needed, while ensuring prompt review and processing of employee travel claims and administrative expense reimbursements.
• Vendor Invoice Clearance: Process travel and transport vendor invoices accurately and in a timely manner.

HR Support & Employee Operations

• Onboarding & Communication: Facilitate end-to-end onboarding, collect documentation, coordinate background verification (BGV), assist with salary account setup, and publish new joiner welcome announcements.
• HR Operations & Recruitment Support: Maintain attendance records, submit payroll data, generate PR/POs for HR invoices, and assist with interview scheduling.
• Compliance, Health & Engagement: Facilitate POSH Committee activities, manage vendor statutory compliance, coordinate employee health checkups, and organize engagement events and celebrations.
• Exit Process: Coordinate the offboarding process and collection of company IT assets and materials (ID cards, SIM cards).

IT Coordination

• Liaise with the IT department and process IT vendor invoices with complete documentation and necessary approvals.
• Maintain accurate tracking of IT assets inward and outward movements.

Plant & Pan-India Activities

• Manage plant-related and Pan-India administrative tasks, including letterheads, coordination for Celebrations, vendor registrations, ID cards, Annual Health Check-ups, and visiting cards.

Training

• Coordinating for different kinds of training for eg. safety training, first aid training,POSH training sessions for Pune employees etc

Qualification, Experience, and Expertise

Qualifications

• Educational Background: A Bachelor's degree in Business Administration, Commerce, or a related field is preferred.

Experience

• Minimum of 3-5 years of experience in a similar administrative, executive, or office management role.
• Proven experience in managing office logistics, vendor coordination, and basic accounting/expense processing.
• Demonstrated experience in travel booking (domestic and international) and handling Visa processes.

Knowledge, Skills, and Abilities (Expertise)

• Computer Literacy: Proficiency in MS Office/MS Excel applications is mandatory.
• Communication Skills: Good communication (written and verbal) and strong interpersonal skills.
• Operational Knowledge: Excellent understanding of travel bookings, Visa processes, and expense management.
• Core Competencies: Passionate, empathetic, energetic, agile, and a motivated self-starter with a strong team-player mentality.
• Organizational Skills: Excellent organizational and time management abilities, with a keen eye for detail.