Walk-in || Administration Executive

Role & responsibilities

1. Office Administration

• Manage day-to-day operations of the corporate office.
• Ensure proper functioning and maintenance of office infrastructure, furniture, electrical systems, HVAC, pantry and other facilities.
• Maintain office discipline, cleanliness and workplace standards.
• Coordinate office shifting, expansion, renovation and facility-related projects.
• Maintain administrative records, checklists, assets and documentation.

2. Facility & Maintenance Management

• Coordinate AMC and preventive maintenance of AC/HVAC, electrical systems, DG, UPS, CCTV, access control, fire safety and other equipment.
• Monitor office utilities, electricity, water, internet and other essential services.
• Ensure timely resolution of maintenance complaints and breakdowns.
• Conduct regular facility inspections and prepare action plans.

3. Housekeeping, Security & Support Services

• Manage housekeeping, security guards, office boys, reception and other support staff.
• Prepare duty rosters and monitor attendance and performance.
• Ensure proper cleaning, hygiene and sanitation standards.
• Coordinate with security agencies and implement office security procedures.
• Monitor visitor management and access-control systems.

4. Vendor & Contract Management

• Identify, evaluate and coordinate with administration vendors.
• Manage AMC, service contracts, quotations, work orders and renewals.
• Negotiate with vendors for competitive rates and quality services.
• Monitor vendor performance and ensure timely invoice processing.
• Maintain approved vendor database and service records.

5. Employee Administration

• Handle employee administrative requirements and workplace facilities.
• Manage ID cards, access cards, parking, seating arrangements and official communication facilities.
• Coordinate employee transportation, travel and accommodation wherever applicable.
• Support employee engagement activities, events and celebrations.

6. Procurement & Inventory

• Manage procurement of office stationery, pantry materials, housekeeping items, furniture and other administrative requirements.
• Maintain minimum/maximum stock levels.
• Coordinate purchase requisitions, PO, GRN and invoice processing with Purchase/Accounts.
• Maintain records of office assets and consumables.

7. Safety & Compliance

• Ensure compliance with applicable statutory requirements related to office administration, fire safety, labour and commercial establishment requirements.
• Coordinate fire drills, emergency preparedness and safety inspections.
• Maintain required licenses, certificates, AMC documents and compliance records.
• Coordinate with authorities, auditors and external agencies whenever required.

8. Budget & Cost Control

• Prepare and monitor the annual administration budget.
• Track monthly administrative expenses.
• Identify opportunities for cost optimization without compromising service quality.
• Control utility, facility, manpower and vendor-related expenses.

9. MIS & Reporting

• Prepare monthly administration MIS and expense reports.
• Maintain records of manpower, vendors, AMC, assets, utilities and facility-related expenses.
• Report major administrative issues and corrective actions to management.
• Develop SOPs, checklists and systems for effective administration.

Preferred candidate profile

Preferred Candidate Profile:

• Graduate/Postgraduate with 510 years of experience in Corporate Office Administration, Facility Management or related functions.
• Experience in managing corporate office facilities, housekeeping, security, reception and support services.
• Good experience in team handling and coordination with internal departments and external agencies.
• Strong communication, negotiation, problem-solving and stakeholder management skills.
• Proficiency in MS Office and administrative/ERP systems.
• Candidates from Pharma, Healthcare, Manufacturing or other corporate environments will be preferred.
• Ahmedabad-based candidates or candidates willing to relocate to Ahmedabad will be preferred.