Administration Executive

Key Responsibilities

• Manage day-to-day office administration and ensure smooth office operations.
• Maintain office records, files, registers, and administrative documents.
• Coordinate with vendors, suppliers, service providers, and maintenance agencies.
• Handle office stationery, printing materials, housekeeping materials, and other office requirements.
• Maintain proper records of stationery and other office consumables and ensure timely procurement.
• Coordinate housekeeping, security, maintenance, pantry, and other facility-related activities.
• Monitor office infrastructure, furniture, electrical equipment, internet, telephone, and other facilities.
• Coordinate repairs and maintenance and follow up with concerned vendors.
• Manage courier, dispatch, incoming and outgoing correspondence.
• Maintain records of courier and dispatch documents.
• Coordinate travel, accommodation, transportation, and local conveyance arrangements for employees and management, as required.
• Assist in arranging meetings, conferences, training programs, and office events.
• Maintain vehicle-related records, if applicable, including vehicle usage, servicing, insurance, and related documents.
• Prepare administrative reports, statements, and MIS reports as required by management.
• Coordinate with different departments for administrative requirements.
• Support HR in employee joining formalities, ID cards, attendance-related coordination, and other administrative activities.
• Maintain confidentiality of company documents and administrative information.
• Ensure compliance with company administrative policies, procedures, and instructions.
• Monitor office expenses and submit bills, invoices, and supporting documents to the Accounts Department for processing.
• Verify administrative bills and ensure proper supporting documents, vendor details, and approvals are available.
• Assist in maintaining proper records for audits and statutory/administrative requirements.
• Perform any other administrative duties assigned by the Management / HR & Admin.

Required Qualifications

• Graduate in any discipline from a recognized university.
• Diploma / certification in Office Administration or related field will be an added advantage.
• Good working knowledge of MS Office, especially MS Excel and MS Word.
• Good communication and coordination skills.
• Ability to maintain records and handle multiple administrative tasks.

Experience

• 1-2 years of relevant experience in administration, office management, facility management, or a similar role.
• Experience in an engineering consultancy, infrastructure, construction, or corporate organization will be preferred.

Key Skills

• Office Administration
• Documentation & Record Management
• MS Office / Excel
• Communication & Coordination
• Time Management
• Problem Solving
• Follow-up & Negotiation Skills