Administration Executive

Job Title: Admin Executive
Department: Administration & Operations
Industry: NBFC (Non-Banking Financial Company)
Reporting To: Admin Manager / Branch Manager / Operations Manager
Job Location: [Vijayawada] Multiple Locations in AP

Job Purpose

To manage day-to-day administrative activities, office infrastructure, vendor coordination, documentation, asset management, and branch support to ensure smooth and efficient functioning of the NBFC office while adhering to company policies and applicable compliance requirements.

Key Responsibilities

1. Office Administration

• Manage daily office administration and ensure smooth branch operations.
• Maintain office premises, housekeeping, security, utilities, and general facilities.
• Monitor office supplies, stationery, printing materials, and other administrative requirements.
• Maintain records of office assets, equipment, and inventory.

2. Vendor and Facility Management

• Coordinate with vendors for housekeeping, security, maintenance, internet, telephone, and other services.
• Obtain quotations, process purchase requests, and follow up on vendor bills and payments.
• Monitor vendor performance and ensure timely delivery of services.
• Coordinate office repairs, maintenance, and facility-related issues.

3. Documentation and Record Management

• Maintain administrative files, registers, invoices, bills, and supporting documents.
• Ensure proper filing and secure storage of confidential company records.
• Support internal audits and compliance reviews by providing administrative documents.
• Maintain records of agreements, AMC contracts, insurance, and other office-related documents.

4. Branch and Operational Support

• Coordinate with branch teams, regional offices, and the corporate office for administrative requirements.
• Support employee onboarding, ID cards, access cards, seating arrangements, and exit formalities.
• Arrange travel, accommodation, meetings, and official events as required.
• Coordinate courier services, dispatches, and receipt of official documents.
• Assist with branch opening, shifting, closure, and infrastructure-related activities.

5. Cost Control and Expense Management

• Track administrative expenses and maintain supporting bills and invoices.
• Prepare monthly administrative expense statements and MIS reports.
• Monitor stationery, utility, housekeeping, and maintenance costs.
• Ensure expenses are incurred within approved budgets and company policies.

6. Compliance and Internal Controls

• Follow company policies, approval procedures, and administrative SOPs.
• Maintain confidentiality of employee, customer, and business information.
• Support internal and statutory audits by maintaining accurate administrative records.
• Ensure office safety, security, and proper control of company assets.
• Coordinate with relevant teams for document retention and secure disposal as per company policy.

Eligibility Criteria

• Education: Graduate in any discipline; a qualification in Business Administration is preferred.
• Experience: 13 years of experience in administration, preferably in an NBFC, banking, financial services, or a multi-branch organization.
• Computer Skills: Proficiency in MS Excel, MS Word, email, and office documentation.
• Communication: Good verbal and written communication skills.
• Other Skills: Vendor management, coordination, record keeping, time management, and problem-solving.

Key Performance Indicators (KPIs)

• Timely completion of administrative activities.
• Cost control and adherence to approved budgets.
• Accuracy and timely submission of bills, invoices, and MIS reports.
• Timely resolution of facility and vendor-related issues.
• Maintenance of accurate asset and inventory records.
• Audit readiness and compliance with internal administrative policies.
• Satisfaction of branch employees and internal stakeholders.

Preferred Competencies

• Strong organizational and coordination skills.
• Attention to detail and accuracy.
• Professional conduct and integrity.
• Ability to manage multiple tasks independently.
• Ability to work under deadlines and coordinate with multiple branches.
• High level of confidentiality and accountability.

Note: The role may require coordination with multiple branches, regional offices, vendors, and corporate administration teams depending on business requirements.