Admin Executive

1. Vendor Management

• Identify, onboard, and manage vendors for housekeeping, security, maintenance, pantry, stationery, and other services
• Negotiate contracts, rates, and service-level agreements (SLAs)
• Monitor vendor performance and ensure timely service delivery
• Verify vendor invoices and coordinate payments with accounts
• Maintain vendor records and compliance documentation

2. Housekeeping Management

• Supervise housekeeping staff and outsourced agencies
• Ensure cleanliness and hygiene standards across office premises
• Plan housekeeping schedules and periodic deep cleaning
• Report and resolve cleanliness or maintenance issues

3. Asset Management

• Maintain records of office assets (IT equipment, furniture, appliances, etc.)
• Track asset allocation, movement, and disposal
• Conduct periodic physical verification of assets
• Coordinate repair, replacement, and maintenance of assets

4. Pantry Management

• Manage pantry supplies (tea, coffee, snacks, water, consumables)
• Ensure pantry hygiene and availability of supplies
• Coordinate with pantry vendors and staff
• Monitor pantry expenses and control costs

5. Stationery Management

• Procure and manage office stationery and consumables
• Maintain inventory and ensure timely replenishment
• Issue stationery as per company policy
• Track usage and optimize inventory levels

6. Facility Management

• Oversee day-to-day office facilities operations
• Coordinate with facility vendors for repairs and services
• Ensure compliance with safety, health, and statutory norms
• Handle employee requests related to office facilities

7. Attendance Management

• Maintain and monitor employee attendance records
• Coordinate with HR on attendance, leave, and shift data
• Resolve attendance discrepancies and system issues

8. Salary Support (Admin Coordination)

• Coordinate with HR and payroll for attendance and data inputs
• Ensure timely submission of attendance and overtime records
• Support payroll processing activities as required

9. Building & Maintenance Management

• Coordinate preventive and breakdown maintenance
• Handle electrical, plumbing, HVAC, and civil maintenance issues
• Liaise with building management and external authorities
• Ensure compliance with fire safety and statutory inspections

Requirements

Skills & Competencies

• Strong organizational and multitasking skills
• Vendor negotiation and coordination skills
• Knowledge of facility and office administration
• Basic understanding of payroll and attendance systems
• Good communication and interpersonal skills
• Cost control and documentation skills

Qualifications & Experience

• Bachelor's degree in any discipline
• 2–5 years of experience in administration or facility management (adjustable)
• Experience handling vendors, facilities, and office operations preferred