ADMIN EXECUTIVE

Job Summary

As an Office Administrator you will ensure daily office operations run smoothly and enable teams across the organization to focus on core work. You will be the primary point of contact for vendor and facility coordination, manage administrative processes and records, and partner closely with HR and Finance to support documentation, travel, and expense activities. This role has high impact on workplace efficiency and employee experience and requires a proactive problem-solver who can deliver reliable, professional administrative support in a fast-paced office environment.

Responsibilities

• Manage day-to-day office operations, including office supplies, asset tracking, and inventory control.
• Coordinate with vendors and service providers for housekeeping, security, utilities, maintenance, and office repairs.
• Maintain and organize physical and electronic records, files, and documentation in line with company policies.
• Arrange domestic travel, accommodation, and local logistics for employees and visitors; manage travel bookings and itineraries.
• Schedule and coordinate meetings, conferences, and visitor reception including meeting room setup and A/V requirements.
• Support HR with joining/leaving formalities, onboarding logistics, and employee documentation.
• Assist Finance with administrative documentation related to vendor invoices, expense reports, and basic reconciliations.
• Oversee facility-related compliance and safety processes to maintain a secure and orderly workplace.
• Serve as a point of contact for internal teams for administrative requests and help drive continuous improvements to office processes.

Technology Stack

• Microsoft Office 365 (Word, Outlook, Excel, PowerPoint)
• Google Workspace (Gmail, Drive, Calendar) where applicable
• File sharing and collaboration tools: SharePoint, OneDrive, or Google Drive
• Travel and expense tools (e.g., Concur, Zoho Expense) or similar platforms
• Basic ERP/HRIS familiarity (e.g., SAP/Oracle/Zoho/Tally) for document support
• Helpdesk / facility management tools (e.g., ServiceNow, Freshservice) or visitor management systems
• Basic IT troubleshooting knowledge and familiarity with meeting-room A/V tools and video conferencing (Teams, Zoom)

Required Skills & Competencies

• Strong organizational and time-management skills with attention to detail.
• Effective verbal and written communication skills for internal and external stakeholders.
• Proficiency in Microsoft Excel (data entry, basic formulas, pivot tables).
• Ability to manage vendor relationships and negotiate service terms.
• Comfortable handling confidential information with discretion.
• Problem-solving mindset and ability to prioritize competing requests.
• Basic understanding of office compliance, safety, and facility management practices.
• Customer-service orientation and professional interpersonal skills.

Qualifications

• Bachelor of Science (B.Sc.) or equivalent undergraduate degree.
• 1 to 3 years of experience in office administration, facilities management, or a related administrative role.
• Demonstrable experience supporting travel coordination, vendor management, and cross-functional administrative tasks.

Location & Employment Type

Location: Mohali, Punjab

Employment Type: Full-time, onsite

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.