Admin Officer Pune HO

Job Description (JD) - Admin Executive

Job Title: Admin Executive

Department: Administration

Location: Pune

Experience: 2-5 Years

Employment Type: Full-Time

Job Summary

We are looking for a proactive and organized Admin Executive to manage the day-to-day administrative operations of the office. The ideal candidate should ensure smooth office functioning, coordinate with vendors, maintain office assets, and provide administrative support to different departments.

Key Responsibilities

1. Manage daily office administration and ensure smooth office operations.
2. Handle office maintenance, housekeeping, security, and facility management.
3. Coordinate with vendors for office supplies, repairs, and AMC (Annual Maintenance Contracts).
4. Maintain inventory of office stationery, pantry items, and other office assets.
5. Process purchase requisitions and coordinate with the procurement team for office requirements.
6. Arrange travel bookings, hotel accommodations, and transportation for employees and visitors.
7. Manage courier services, incoming/outgoing mail, and document dispatch.
8. Maintain records of office assets, agreements, invoices, and administrative documents.
9. Support onboarding activities by arranging workstations, ID cards, and employee facilities.
10. Coordinate meeting room bookings and arrange refreshments for meetings.
11. Ensure compliance with office safety, cleanliness, and company policies.
12. Assist HR and other departments with administrative support as required.

Required Skills

1. Excellent communication and interpersonal skills.
2. Strong organizational and time management abilities.
3. Good negotiation and vendor management skills.
4. Knowledge of facility management and office administration.
5. Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
6. Ability to handle multiple tasks and work under deadlines.
7. Problem-solving and decision-making skills.
8. Basic knowledge of budgeting and expense tracking.

Educational Qualification

1. Bachelors Degree in Business Administration, Commerce, Management, or any related field.
2. Additional certification in Administration or Facility Management is an added advantage.

Preferred Experience

1. 2-5 years of experience in office administration or facility management.
2. Experience in handling vendors, office facilities, travel management, and inventory control.
3. Experience in manufacturing, renewable energy, engineering, or corporate office environments will be preferred.

Key Competencies

1. Office Administration
2. Facility Management
3. Vendor Coordination
4. Inventory Management
5. Travel Accommodation Management
6. Asset Management
7. Documentation Record Keeping
8. Budget Monitoring
9. Billing