Administrative Executive

Job Description: Admin Executive

Department: Administration

Location: Gurgaon

Experience: 2–4 years

Employment Type: Full-time

About the Role

We are looking for a proactive and organized Admin Executive to manage day-to-day administrative operations and ensure the smooth functioning of our office. The ideal candidate should be detail-oriented, have strong coordination skills, and be comfortable working in a dynamic, fast-paced PR agency environment.

Key Responsibilities

1. Office Administration & Facilities

• Oversee day-to-day office operations and ensure the workplace is well-maintained and organized.
• Coordinate with housekeeping, security, facility management, and other service providers.
• Manage office supplies, stationery, pantry inventory, and other administrative requirements.
• Ensure office equipment and infrastructure are maintained and operational.
• Coordinate with vendors for repairs, maintenance, and other facility-related services.

2. Vendor & Expense Management

• Coordinate with vendors for quotations, purchase orders, invoices, and payments.
• Maintain records of administrative expenses, bills, and vendor contracts.
• Assist with expense tracking and ensure timely submission of invoices to the Finance team.
• Negotiate with vendors wherever required to ensure cost-effective services.

3. Employee & Visitor Coordination

• Manage visitor reception, meeting room bookings, and guest arrangements.
• Support employee requirements related to office facilities and administration.
• Coordinate with internal teams to ensure smooth day-to-day operations.
• Assist with employee onboarding logistics, including workstation allocation, access cards, and other administrative arrangements.

4. Travel & Event Coordination

• Coordinate travel bookings, hotel reservations, and local transportation for employees and business guests, as required.
• Support internal meetings, town halls, employee engagement activities, and office celebrations.
• Assist with logistical arrangements for client meetings, agency events, and other office activities.

5. Documentation & Compliance

• Maintain administrative records, vendor details, asset registers, and inventory logs.
• Track office assets, equipment allocation, and maintenance schedules.
• Ensure adherence to office policies, safety procedures, and administrative processes.
• Support audits and provide administrative documentation as required

Skills & Qualifications

• Graduate in any discipline.
• 2–4 years of experience in office administration, preferably in a PR agency, advertising agency, media company, or other service-oriented organisation.
• Strong organizational, coordination, and multitasking skills.
• Good verbal and written communication skills.
• Proficiency in MS Office, particularly Excel and Outlook.
• Ability to manage multiple priorities and work effectively in a fast-paced environment.
• A proactive, solution-oriented approach with strong attention to detail.

Key Competencies

• Planning and coordination
• Vendor management
• Problem-solving
• Time management
• Interpersonal and communication skills
• Attention to detail and ownership

Ideal Candidate : Someone who can manage daily office administration, coordinate effectively with internal teams and external vendors, and ensure a seamless workplace experience for employees and visitors.