Executive / Sr Executive

Position Purpose

To ensure smooth and efficient day-to-day administrative operations of the organization by managing procurement coordination, vendor bill processing, travel arrangements, housekeeping, office facilities, stationery management, events, and manpower support. The role will also be responsible for coordinating Purchase Requisitions (PR), Purchase Orders (PO), and supporting administrative activities through basic SAP usage.

Key Responsibilities

Procurement & SAP Coordination

• Coordinate Purchase Requisitions (PR) and Purchase Orders (PO) with internal stakeholders and vendors.
• Perform basic SAP transactions related to administration and procurement activities.
• Track procurement status and ensure timely closure of purchase requests.
• Maintain procurement-related records and documentation.

Vendor Bill Processing

• Verify and process vendor invoices and bills.
• Coordinate with Finance and vendors for timely payment processing.
• Ensure compliance with company policies and documentation requirements.
• Resolve invoice discrepancies and vendor queries.

Office Administration

• Oversee daily office administration and facility management activities.
• Ensure smooth functioning of office infrastructure and employee support services.
• Coordinate maintenance and upkeep of office assets and common areas.
• Support administrative requirements of departments and management.

Housekeeping & Facility Management

• Manage housekeeping staff and service providers.
• Ensure cleanliness, hygiene, and workplace upkeep across office premises.
• Monitor vendor performance and service quality standards.

Stationery & Inventory Management

• Maintain adequate stock of stationery and office consumables.
• Monitor inventory levels and initiate replenishment requests.
• Optimize usage and control administration-related costs.

Travel Management

• Coordinate domestic and international travel bookings.
• Arrange flight tickets, hotel accommodations, visa documentation, and local transportation where required.
• Ensure compliance with company travel policies and manage travel records.

Event Coordination

• Plan and coordinate employee engagement activities, meetings, conferences, and corporate events.
• Coordinate with vendors, internal departments, and external agencies for successful execution of events.
• Manage logistics, venue arrangements, and administrative support.

Manpower Handling

• Supervise and coordinate support staff, including housekeeping and office assistants.
• Monitor attendance, deployment, and performance of outsourced manpower.
• Ensure effective utilization of administrative manpower resources.

Competencies

Technical Competencies

• Knowledge of PR & PO processes.
• Basic SAP usage and transaction handling.
• Vendor management and bill processing.
• Travel and logistics coordination.
• Facility and housekeeping management.
• Inventory and stationery management.
• Event planning and execution.
• MS Office (Excel, Word, PowerPoint, Outlook).

Behavioural ssCompetencies

• Strong coordination and interpersonal skills.
• Excellent communication skills.
• Problem-solving and decision-making ability.
• Attention to detail and accuracy.
• Customer-service orientation.
• Time management and prioritization skills.
• Teamwork and collaboration.
• Ownership and accountability.
• Ability to work under deadlines and manage multiple tasks.

Educational Qualification

• Bachelor's Degree in any discipline.
• Master's Degree preferred.