Administration Executive

Position: Admin Executive
Department: Administration
Location: Chennai, Tamil Nadu
Employment Type: Full-Time
Work Mode: Work from Office

JOB SUMMARY

We are looking for a responsible and organized Admin Executive to support the day-to-day administrative operations of the organization. The candidate will be responsible for office coordination, documentation, vendor management, inventory, facilities, employee support, and ensuring smooth office operations.

KEY RESPONSIBILITIES

1. Office Administration

• Manage daily administrative activities and ensure smooth office functioning.
• Maintain office files, records, documents and correspondence.
• Manage stationery, office supplies and pantry requirements.
• Coordinate meetings, appointments and internal administrative activities.
• Ensure proper maintenance and cleanliness of the office.

2. Facility Management

• Coordinate housekeeping, security, maintenance and other facility services.
• Follow up on electrical, plumbing, internet, AC and other office maintenance requirements.
• Coordinate with service providers for repairs and maintenance.
• Ensure office infrastructure and facilities are maintained properly.

3. Vendor Management

• Coordinate with vendors and service providers.
• Obtain quotations and coordinate purchase requirements.
• Verify vendor invoices and submit them for payment processing.
• Monitor vendor services and ensure timely completion of work.

4. Inventory & Asset Management

• Maintain records of office assets, equipment and consumables.
• Track stationery and other office inventory.
• Conduct periodic stock and asset verification.
• Ensure proper issue and return of company assets.

5. Employee Support

• Support employees with day-to-day administrative requirements.
• Coordinate travel, accommodation and transportation arrangements when required.
• Assist HR with employee engagement activities and office events.
• Coordinate with different departments for administrative requirements.

6. Documentation & Reporting

• Maintain administrative reports and records.
• Prepare daily, weekly and monthly administrative reports.
• Maintain bills, invoices, purchase records and vendor documents.
• Ensure documents are properly filed and readily available when required.

7. Coordination & Compliance

• Coordinate with internal departments and external agencies.
• Ensure compliance with company administrative policies.
• Support audits and inspections by providing required documents.
• Maintain confidentiality of company information.

REQUIRED SKILLS

• Good communication and interpersonal skills.
• Strong organizational and coordination skills.
• Good knowledge of MS Office Excel, Word and PowerPoint.
• Good vendor coordination and negotiation skills.
• Problem-solving and multitasking abilities.
• Ability to work independently and as part of a team.
• Good documentation and record-maintenance skills.
• Positive attitude and professional approach.