Walk-in || Administration Executive

About the Role

We are looking for an experienced and highly organised Administrative Executive to manage day-to-day administrative operations, employee facilities, travel, events, office infrastructure, and general support services.

The ideal candidate should have experience working with a large organisation with 400+ employees, possess strong coordination and communication skills, and be capable of independently managing multiple administrative functions.

Key Responsibilities

• Manage domestic and international travel bookings, including flights, trains, cabs, and transportation arrangements.
• Handle hotel bookings, accommodation, guest arrangements, and travel itineraries for employees and management.
• Plan and coordinate corporate events, meetings, conferences, employee engagement activities, and other office events.
• Manage overall office facility and infrastructure operations.
• Coordinate housekeeping, pantry, security, office boys/support staff, and other facility-related services.
• Handle office maintenance, including electrical, plumbing, furniture, AC, equipment, civil and other repair requirements.
• Maintain and manage petty cash, day-to-day administrative expenses, bills, and supporting documentation.
• Manage office inventory, stationery, consumables, furniture, equipment, and other administrative assets.
• Maintain proper records of inventory, vendors, maintenance activities, expenses, and administrative documents.
• Coordinate with vendors, contractors, service providers, hotels, travel agencies, and other external agencies.
• Ensure timely renewal and maintenance of AMC, service contracts, office utilities, and facility-related requirements.
• Manage staff welfare activities and ensure employees receive necessary administrative support.
• Handle and coordinate employee grievances related to administration, facilities, housekeeping, transport, workplace amenities, etc.
• Ensure the office premises are maintained in a clean, safe, organised, and employee-friendly condition.
• Support HR and management in employee engagement programs, celebrations, meetings, and special initiatives.
• Monitor administrative expenses and ensure cost-effective utilisation of resources.
• Prepare regular administrative reports, MIS, expense statements, inventory reports, and maintenance records.
• Handle any other administrative responsibilities assigned by management.

Candidate Profile

• 39 years of relevant experience in administration, facilities, corporate administration, or office management.
• Candidates with experience in large organisations having 400+ employees will be preferred.
• Prior experience managing multiple administrative functions independently is highly desirable.
• Male candidate preferred.
• Excellent spoken and written English communication skills.
• Strong coordination, negotiation, vendor-management, and interpersonal skills.
• Good knowledge of MS Office / Excel, email communication, documentation, and administrative reporting.
• Should be well-organised, proactive, responsible, and capable of handling multiple tasks simultaneously.
• Should have a problem-solving attitude and the ability to work under pressure.
• Strong attention to detail and ability to maintain confidentiality.
• Should be comfortable coordinating with senior management, employees, vendors, and external service providers.

Key Competencies

Administration | Facility Management | Travel & Hotel Management | Event Management | Vendor Management | Inventory Management | Petty Cash | Maintenance | Employee Welfare | Grievance Handling | Coordination | Communication