Admin Executive/ Sr. Admin Executive

Role Purpose

The Executive / Senior Executive – Administration supports the smooth and efficient functioning of Walchand PeopleFirst's offices and day-to-day administrative operations. The role coordinates workplace facilities, vendors, procurement, travel and logistics, physical assets, administrative documentation and employee support activities under the guidance of the Manager – Administration.

The role requires strong coordination, follow-up and execution skills, along with a service-oriented mindset, to ensure employees and business teams receive timely and effective administrative support.

Key Responsibilities

1. Travel, Accommodation & Logistics

• Coordinate domestic and international travel arrangements for employees and leadership, as required.
• Arrange flight, hotel, ground transportation and related bookings in accordance with company policy and approved requirements.
• Support logistics for trainers, consultants, meetings, events and business programs where required.
• Compare available options and complete bookings that balance employee convenience, business requirements and cost efficiency, after obtaining the required approvals.
• Maintain necessary travel documentation and records.

2. Vendor Management

• Coordinate with approved vendors for administrative and facility-related requirements and support the onboarding of new vendors.
• Obtain quotations, prepare basic commercial comparisons and submit recommendations for review and approval.
• Maintain vendor agreements, documentation, renewal schedules and service records.
• Monitor vendor services against agreed service levels, follow up on gaps and escalate recurring issues to the Manager – Administration.

3. Office & Facilities Management

• Support the day-to-day administration and upkeep of company offices.
• Monitor office infrastructure, utilities, housekeeping, security and common facilities, and coordinate timely corrective action where required.
• Coordinate preventive maintenance and repairs for office equipment, furniture, electrical systems, air-conditioning and other facilities.
• Conduct periodic workplace inspections, report maintenance or operational requirements and follow up until closure.
• Compile and consolidate requirements to support efficient purchasing and avoid unnecessary expenditure.
• Maintain adequate inventory levels while avoiding excessive stock.
• Coordinate allocation, movement, maintenance and recovery of assets.

5. Administrative Expense Tracking & Cost Support

• Assist in compiling information required for preparation and monitoring of the annual administration budget.
• Maintain expense trackers, compare actual expenditure with approved budgets and report material variances.
• Support cost-saving and process-improvement initiatives without compromising service quality.
• Maintain updated records of contracts, rentals, subscriptions, renewals and recurring administrative expenses.
• Prepare periodic MIS, expense summaries and status reports for review by the Manager – Administration.

Qualifications

• Graduate degree in Business Administration, Commerce, Management or a related discipline.
• 2–3 years of relevant experience including admin and travel experience.