Administration Executive

JOB DESCRIPTION - ADMIN EXECUTIVE

Company: Artha Energy Resources LLP

Department: Administration

Designation: Admin Executive

Location: Ahmedabad

Employment Type: Full-Time

Job Summary

We are looking for an organized and responsible Admin Executive to manage day-to-day administrative activities, employee support, PPE kit management, office stock and housekeeping, material dispatch, petty cash, bill payments, insurance coordination, and company events.

1. Office Stock Management

Manage and maintain adequate stock of office supplies, stationery, pantry items, and other administrative requirements.

Monitor stock levels and ensure timely replenishment of office supplies and toiletries.

Maintain proper records of stock receipts, consumption, and issuance.

Coordinate with vendors for procurement of required office supplies.

2. PPE Kit Management

Ensure site employees receive the required PPE kits on time.

Maintain proper records of PPE issuance and replacement.

Coordinate with site teams for PPE requirements.

3. Petty Cash Management

Maintain accurate records of petty cash transactions.

Ensure timely replenishment and proper supporting documents.

Monitor expenses and resolve discrepancies.

4. Bill Payments & Records

Ensure timely payment of office and administrative bills.

Maintain proper records of all payments and supporting documents.

Track due dates and avoid late or missed payments.

5. Insurance Management

Coordinate timely renewal of company/employee-related insurance policies.

Ensure policies are renewed before expiry.

Coordinate with brokers and internal teams for insurance claims and documentation.

Follow up to ensure smooth claim processing.

6. Office Housekeeping & Facilities

Coordinate day-to-day office housekeeping activities.

Ensure proper cleanliness and hygiene of the office premises.

Monitor availability and timely refilling of office supplies and toiletries.

Coordinate with housekeeping staff and service providers to maintain office standards.

7. Material Dispatch & Transport Coordination

Coordinate the dispatch of small materials and administrative items to different project sites with the help of the office boy.

Arrange and coordinate transportation/courier services for timely material delivery.

Maintain proper dispatch records, delivery details, and supporting documents.

Follow up with site teams and transport/service providers to ensure timely delivery.

8. Event & Office Activities

Plan and coordinate employee engagement activities and staff events.

Manage arrangements related to venue, decoration, food, and other requirements.

Coordinate with vendors and internal teams to ensure smooth execution.

9. General Administration

Handle day-to-day office administration and employee requirements.

Coordinate with vendors, service providers, and site teams.

Maintain proper administrative records and documentation.

Support management and HR in administrative activities as required.

10. Punctuality & Discipline

Maintain professional punctuality and discipline in all administrative activities.

Ensure assigned tasks are completed within defined timelines.

Follow company policies and maintain professional conduct.

Key Skills

Good communication and coordination skills

Strong follow-up and organizational skills

Basic Excel/MS Office knowledge

Record keeping and documentation

Vendor and stakeholder coordination

Time management and attention to detail

Ability to manage multiple administrative activities simultaneously

Experience

2-4 years of experience in administration, office management, facility management, or a similar role, preferably in an EPC/renewable energy/indust