Administration Executive

Job Description: Admin Executive

Position: Admin Executive 

Department: Administration 

Employment Type: Full-Time 

Location: Turbhe

Job Summary: 
We are looking for a proactive and organized Admin Executive to manage day-to-day administrative and facility operations. The role involves coordinating with employees, vendors, clients, and internal departments to ensure smooth office functioning, effective facility management, and timely administrative support across the organization.

Key Responsibilities:

• Manage day-to-day office administration and ensure smooth functioning of office operations.
• Handle incoming calls, emails, correspondence, visitor management, and general administrative enquiries.
• Coordinate with employees, vendors, clients, and service providers for administrative and facility-related requirements.
• Maintain office records, documents, databases, contracts, and other administrative files.
• Manage office stationery, pantry supplies, housekeeping materials, and other office inventory.
• Coordinate with vendors for housekeeping, security, maintenance, pest control, courier services, and Annual Maintenance Contracts (AMC).
• Raise purchase requisitions, track purchase orders, verify vendor invoices, and coordinate with the Accounts team for timely payments.
• Monitor office infrastructure, including electrical, air-conditioning, furniture, office equipment, and maintenance activities.
• Maintain records of office assets such as laptops, ID cards, access cards, furniture, and other company assets.
• Ensure office cleanliness, workplace safety, and adherence to administrative policies and office discipline.
• Coordinate meeting room bookings, internal meetings, company events, employee engagement activities, and visitor arrangements.
• Arrange travel, accommodation, transportation, and logistics for employees and management whenever required.
• Support HR in onboarding activities, including workstation setup, ID cards, access cards, stationery, and employee documentation.
• Coordinate employee exit formalities related to asset collection, ID cards, access cards, and administrative clearances.
• Prepare and maintain administrative MIS reports, vendor trackers, asset registers, attendance-related records, and other administrative documentation.
• Ensure timely renewal and maintenance of vendor contracts, AMCs, licences, and other facility-related documents.
• Identify opportunities to improve administrative processes, optimize office operations, and ensure cost-effective facility management.

Skills Required:

• Good communication and interpersonal skills.
• Strong coordination and vendor management abilities.
• Proficiency in MS Office (Excel, Word, PowerPoint, and Outlook).
• Good documentation and record-keeping skills.
• Ability to manage multiple tasks and prioritize work effectively.
• Strong problem-solving, follow-up, and organizational skills.
• Attention to detail and time management.

Qualification:

• Graduate in any discipline (B.Com, BBA, BA, or equivalent).

Experience:

• 1–4 years of experience in Administration, Office Administration, or Facility Management.
• Experience in vendor coordination, asset management, and office operations is preferred.

Preferred Candidate Profile:

• Experience in handling end-to-end office administration and facility management.
• Good knowledge of vendor coordination, purchase processes, invoice tracking, and administrative reporting.
• Comfortable working in a fast-paced corporate environment with strong coordination across multiple departments.
• Proactive, responsible, and able to handle confidential administrative information professionally.

Vashi Integrated Solutions | Excellence Every Time