Position Summary
The HR & Administration Executive will play a key role in ensuring smooth daytoday administrative operations while also supporting essential HR processes. This role focuses primarily on office administration, facilities management, vendor coordination, compliance documentation, and employee support, with secondary responsibilities in recruitment and onboarding.
Administration & Office Management (Primary Responsibility)
- Ensure smooth functioning of daily office operations including housekeeping, security, pantry, and facility services.
- Monitor office cleanliness and coordinate with housekeeping supervisors in case of staff absence.
- Oversee office maintenance, raise service requests, and coordinate vendor visits for AMC and repairs.
- Track water availability, vending machine stock/counts, and pantry supplies daily.
- Manage vendors for stationery, housekeeping materials, courier services, and printer maintenance.
- Maintain accurate stock registers for consumables and place timely orders.
- Verify bills, vendor invoices, and daily expenses with proper documentation.
- Maintain asset registers, movement logs, and scrap management reports.
- Organize and maintain filing systems for confidential administrative documents.
- Assist in preparation and monitoring of administrative budgets.
- Address employee administrative concerns and resolve them within timelines.
- Manage ID card issuance, collection, and NoDues clearance for exiting employees.
- Coordinate employee travel and accommodation requirements.
- Organize monthly office events, celebrations, and internal programs.
- Coordinate room bookings, meeting arrangements, and crossdepartmental administrative support.
HR Support Functions (Secondary Responsibility)
- Needs to have knowledge on Sourcing.
- Monitor candidate waiting time and coordinate with HR for timely processing.
- Prepare onboarding kits, print joining forms, and support new joiners on Day 1.
- Scan and file NDA, confidentiality agreements, appointment letters, and joining documents.
- Maintain daily HR document filing and support postrecruitment record updates.
- Assist with Employee Master updates and support admin-related exit activities.
Skills & Competencies
- Strong administrative and organizational capabilities.
- Excellent vendor coordination and negotiation skills.
- Good communication and interpersonal skills.
- Proficiency in MS Office Suite (Excel, Word, PowerPoint).
- Attention to detail with strong documentation skills.
- Ability to multitask and manage time effectively.
Education & Experience
- Any bachelor's degree
- 13 years of experience in Administration, Facilities, or HR Support roles preferred.
