Administration Executive

Position: Admin Executive
Location: Odisha
Department: Administration
Reporting To: Admin Manager / Project Head

Job Summary

The Admin Executive will be responsible for overseeing day-to-day administrative operations, coordinating facility management activities, vendor management, asset administration, travel arrangements, and employee support services. The role ensures smooth functioning of office and project site administrative activities.

Key Responsibilities

Administration & Office Management

• Manage daily administrative operations of the office/project site.
• Maintain office records, files, agreements, and documentation.
• Ensure availability of office supplies, stationery, and consumables.
• Coordinate courier, postal, and communication services.
• Prepare administrative reports and MIS as required.

Facility Management

• Supervise housekeeping, security, and maintenance activities.
• Ensure proper upkeep of office premises, guest houses, and employee accommodations.
• Coordinate repairs and maintenance of office equipment and infrastructure.
• Monitor utility services including electricity, water, internet, and telephone.

Vendor Management

• Coordinate with vendors and service providers for various administrative services.
• Obtain quotations and process purchase requests.
• Verify vendor invoices and facilitate timely payments.
• Monitor vendor performance and service quality.

Travel & Accommodation

• Arrange travel bookings, hotel accommodations, and local transportation.
• Manage guest house facilities and employee accommodations.
• Coordinate logistics support for visitors and management personnel.

Asset & Inventory Management

• Maintain records of company assets and inventory.
• Track allocation and movement of office equipment and furniture.
• Conduct periodic asset verification and inventory audits.
• Ensure proper maintenance of company assets.

Employee Support

• Assist in onboarding formalities for new employees.
• Address employee administration and facility-related requirements.
• Support employee engagement activities and events.
• Coordinate ID cards, access cards, and related administrative services.

Compliance & Safety

• Ensure adherence to company administrative policies.
• Maintain records required for audits and inspections.
• Support safety, security, and emergency preparedness activities.
• Ensure compliance with statutory requirements related to administration.

Qualifications

• Bachelor's Degree in Any Discipline.
• MBA/PGDM will be an added advantage.

Experience

• 3 to 6 years of experience in Administration, Facilities Management, or Office Administration.
• Experience in construction, infrastructure, industrial, or manufacturing projects preferred.

Required Skills

• Strong administrative and coordination skills.
• Knowledge of facility and vendor management.
• Proficiency in MS Office (Excel, Word, PowerPoint).
• Good communication and interpersonal skills.
• Ability to manage multiple tasks effectively.
• Strong problem-solving and organizational abilities.

Key Competencies

• Administration Management
• Vendor Coordination
• Facilities Management
• Asset Management
• Cost Control
• Documentation & Record Keeping
• Communication Skills
• Time Management

Employment Type: Full-Time
Location: Odisha