Senior Administration Executive

Job Summary:

We are looking for a proactive and responsible Sr. Admin Executive to manage day-to-day administrative operations and ensure smooth functioning of the office. The role will involve office and facility management, stakeholder coordination, vendor management, travel arrangements, building management, and planning and execution of employee events.

The ideal candidate should have strong coordination and communication skills, good decision-making ability, and the confidence to independently handle administrative responsibilities while working closely with internal stakeholders and external vendors.

Key Responsibilities

1. Office Management

• Manage day-to-day office administration and ensure smooth functioning of office facilities.
• Monitor office requirements, infrastructure, housekeeping, security, maintenance, and general administrative services.
• Ensure a clean, safe, and professional working environment for employees.
• Identify operational issues and coordinate with relevant teams for timely resolution.

2. Stakeholder Management

• Coordinate effectively with employees, department heads, senior management, building management, and external service providers.
• Understand stakeholder requirements and ensure timely support and resolution.
• Maintain professional communication and build strong working relationships with key stakeholders.

3. Building & Facility Management

• Coordinate with building management for maintenance, access, security, utilities, parking, and other facility-related requirements.
• Track and resolve building-related issues and ensure minimum disruption to business operations.
• Coordinate preventive and corrective maintenance activities as required.

4. Travel Management

• Manage official travel arrangements including transportation, accommodation, and other travel-related requirements.
• Coordinate with employees and travel vendors to ensure smooth and cost-effective travel arrangements.
• Handle travel-related issues and provide timely support during business travel.

5. Quarterly & Annual Event Management

• Plan, coordinate, and execute quarterly and annual employee engagement events and organizational activities.
• Coordinate with internal teams, vendors, and management for event requirements, logistics, budgets, and execution.
• Ensure events are conducted smoothly and within the approved budget and timelines.

6. Vendor Management

• Manage relationships with housekeeping, security, maintenance, travel, facility, and other administrative vendors.
• Coordinate vendor requirements, service quality, quotations, invoices, and payments.
• Monitor vendor performance and address service-related concerns in a timely manner.
• Support vendor evaluation and onboarding whenever required.

7. Decision-Making & Problem Solving

• Take ownership of day-to-day administrative issues and make appropriate decisions within the defined authority.
• Identify potential operational challenges and take preventive measures.
• Escalate critical issues to management with relevant information and possible solutions.

8. Leadership & Team Coordination

• Coordinate and guide support staff and administrative teams to ensure effective execution of responsibilities.
• Provide clear instructions and monitor completion of assigned activities.
• Demonstrate ownership and leadership while handling multiple administrative priorities.
• Support management in implementing administrative processes and initiatives.

Key Skills & Competencies

• Strong office and facility management skills
• Stakeholder and vendor management
• Excellent communication and interpersonal skills
• Good negotiation and coordination skills
• Strong organizational and multitasking abilities
• Decision-making and problem-solving skills
• Event planning and execution
• Leadership and team coordination
• Ability to work independently and take ownership
• Proficiency in MS Office / Excel and basic administrative systems

Preferred Experience

• 3-8 years of experience in Administration, Facility Management, Office Management, or a similar role.
• Experience in handling multiple stakeholders, vendors, facilities, and office operations.
• Prior experience in organizing corporate events and managing administrative operations will be an advantage.