Administration Assistant -Retired Defense background personnel-Hebbal

Job Description Admin Executive

Role Overview

We are looking for a proactive and organized Admin Executive to take ownership of day-to-day administration and workplace operations. The role will involve coordinating across internal teams, vendors and service partners to ensure smooth, efficient and well-maintained office operations.

Key Responsibilities

1. Facility & Workplace Management

• Oversee day-to-day office facilities and ensure a clean, safe and well-maintained workplace.
• Coordinate housekeeping, pantry, maintenance and other facility-related requirements.
• Monitor routine facility activities, utilities and workplace services.
• Ensure timely resolution of facility and maintenance issues.

2. PR Management

• Manage PR creations whenever required on ERP.

• Coordinate with relevant stakeholders for approvals and timely PO creation.

• Liaise with vendors to ensure timely delivery of goods and services.
• Coordinate invoice submission and closure of the same .

3. Vendor & Service Partner Management

• Coordinate with housekeeping, maintenance, courier, logistics and other service providers.

• Maintain effective vendor relationships and ensure agreed service levels are met.

• Follow up on pending services, deliveries, invoices and issue resolution.
• Support evaluation and onboarding of vendors as required.

4. Employee & Workplace Support

• Support employees with day-to-day administrative requirements.

• Coordinate new-joiner requirements including welcome kits, ID cards, visiting cards and joining-day arrangements.

• Support employee events, meetings and other workplace requirements.
• Ensure a positive and seamless workplace experience.

5. Travel, Courier & Logistics Coordination

• Coordinate domestic travel bookings and related administrative requirements.
• Manage courier and logistics movements, including pickup, delivery and tracking.
• Coordinate Porter/logistics requirements and ensure timely movement of materials.

• Maintain appropriate records and supporting documentation.

6. Banking & Financial Administration Support

• Coordinate routine banking and administrative activities such as cheque deposits and related submissions.

• Support the Finance team with administrative documentation and follow-ups.
• Ensure timely submission and maintenance of bills, invoices and supporting records.
• Track pending administrative payments and related requirements.

7. Sample & Inventory Management

• Coordinate the availability, movement and replenishment of sample boards and related materials.

• Liaise with Plant and other teams for sample requirements and movement.

• Maintain records of samples received, dispatched, inspected and returned.

• Ensure proper segregation and handling of rejected or non-conforming samples.

8. Documentation, Records & Compliance

• Maintain accurate administrative records, registers, checklists and documentation.

• Ensure timely updates of relevant information in ERP and other internal systems.

• Maintain records related to facilities, vendors, procurement, inventory, logistics and other administrative activities.

• Ensure adherence to defined administrative processes and controls. Key Skills & Competencies

• Strong planning, coordination and organizational skills.

• Excellent follow-up and stakeholder management abilities.

• Good communication and interpersonal skills.

• Ability to manage multiple priorities and work independently.

• Strong attention to detail and record-keeping skills.

• Proficiency in MS Office, particularly Excel; ERP knowledge is an advantage.