Admin Executive

The Admin Executive is responsible for managing day-to-day administrative operations, coordinating corporate travel, overseeing soft services, and ensuring smooth facility management. The role requires excellent coordination skills, vendor management, cost control, and the ability to maintain a safe, clean, and efficient workplace.

Key Responsibilities:

1. Administration

• Manage day-to-day administrative operations across the facility.
• Ensure smooth functioning of office infrastructure and employee support services.
• Maintain office assets, inventory, and administrative records.
• Procure office supplies and monitor consumption.
• Coordinate with internal stakeholders for administrative requirements.
• Support office events, meetings, and employee engagement activities.
• Ensure compliance with company administrative policies and procedures.

2. Travel Management

• Coordinate domestic and international travel bookings.
• Arrange flight tickets, hotel accommodations, visa assistance, and local transportation.
• Manage travel itineraries and ensure cost-effective travel planning.
• Coordinate with travel agencies and negotiate competitive rates.
• Maintain travel records, invoices, and expense reports.
• Resolve travel-related issues and provide timely support to employees.

3. Soft Services Management

• Supervise housekeeping, pantry, pest control, landscaping, and waste management services.
• Ensure cleanliness and hygiene standards across the facility.
• Monitor vendor performance through regular audits and service reviews.
• Conduct facility inspections and ensure corrective actions are implemented.
• Ensure adequate availability of pantry supplies and consumables.
• Handle employee complaints related to facility services.

4. Vendor Management

• Identify, onboard, and manage service providers.
• Monitor vendor SLAs and contract compliance.
• Process vendor invoices and coordinate timely payments.
• Evaluate vendor performance and recommend improvements.

5. Facility Coordination

• Coordinate maintenance activities with engineering and maintenance teams.
• Ensure meeting rooms and common areas are well maintained.
• Support office expansion, relocations, and workstation arrangements.
• Monitor utility usage and implement cost-saving initiatives.

6. Compliance & Safety

• Ensure statutory compliance related to administration and facility operations.
• Support EHS initiatives and emergency preparedness activities.
• Coordinate fire safety inspections and evacuation drills.
• Maintain required administrative documentation and audit records.

Required Qualifications

• Bachelor's Degree in Business Administration, Commerce, Hotel Management, or any relevant discipline.
• 37 years of experience in Administration, Facility Management, or Corporate Services.
• Experience in travel management and soft services is preferred.
• Manufacturing or corporate office experience is an added advantage.

Required Skills

• Strong administration and facility management knowledge.
• Corporate travel booking and coordination.
• Vendor management and negotiation skills.
• Soft services management (Housekeeping, Pantry, Pest Control, etc.).
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Budget monitoring and cost optimization.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Problem-solving and stakeholder management skills.