Role Overview
We are looking for a proactive and detail-oriented Admin Executive to manage workplace operations and facilities across our offices. The role will oversee housekeeping, pantry/cafeteria services, office security, fire & safety compliance, office infrastructure, procurement, and vendor management for the Ahmedabad office, while supporting administrative coordination for the Pune team.
The role will also ensure vendor compliance, smooth coordination with labour consultants and finance for vendor payments, and operational support for employee engagement activities in partnership with HR.
Key Responsibilities
- Facilities & Office Administration
- Manage day-to-day office administration and facilities operations in Ahmedabad.
- Managing vendor selection and interactions in new premises setup
- Ensure smooth functioning of workspace, meeting rooms, utilities, and common areas.
- Coordinate office infrastructure maintenance, repairs, and improvements.
- Support workspace planning, seating allocation, and office utilization.
- Housekeeping Management
- Supervise housekeeping staff and facility vendors.
- Ensure high standards of cleanliness, hygiene, and office upkeep.
- Monitor daily housekeeping activities across workstations, restrooms, meeting rooms, and common areas.
- Conduct periodic quality audits.
- Pantry / Cafeteria Operations
- Manage pantry and cafeteria operations including beverages, snacks, and employee refreshments.
- Ensure hygiene standards and proper pantry maintenance.
- Coordinate with cafeteria vendors for service quality and supplies.
- Monitor consumption and optimize costs.
- Office Security
- Oversee security operations including visitor management, access control, and surveillance systems.
- Coordinate with security agencies and ensure proper staffing.
- Maintain visitor records and ensure compliance with company security policies.
- Fire & Safety Compliance
- Ensure compliance with fire safety and workplace safety regulations.
- Maintain fire safety equipment including extinguishers, alarms, and evacuation signage.
- Coordinate safety audits, compliance checks, and fire drills.
- Ensure adherence to statutory workplace safety requirements
- Procurement & Vendor Management
- Manage procurement of office supplies, furniture, equipment, and administrative services.
- Negotiate and manage vendor contracts and service agreements.
- Track vendor performance and ensure service quality.
- Maintain documentation for vendor agreements and renewal cycle.
- Vendor Compliance & Coordination
- Ensure vendor statutory compliance, including documentation related to labour laws, insurance, and service agreements.
- Coordinate with labour consultants to ensure vendor adherence to applicable labour regulations.
- Work closely with the Finance team for vendor invoice processing and timely payments.
- Maintain vendor records, agreements, and compliance documentation.
- Employee Engagement & Event Support
- Work closely with HR to plan and execute employee engagement activities and office events.
- Support logistics for townhalls, celebrations, team events, and company initiatives.
- Coordinate vendors, venue setup, refreshments, and event arrangements.
- Multi-Location Coordination
- Provide administrative oversight and coordination for the Pune office.
- Ensure consistent facility standards, vendor management practices, and administrative processes across locations.
- Coordinate with local teams for administrative support.
- Budget & Cost Management
- Track and monitor administrative and facility expenses.
- Ensure cost-effective vendor management.
- Maintain records for invoices, purchase orders, and service agreements.
- Support budgeting and reporting for admin operations.
- Travel Desk & Company Service Apartment Management
- Manage employee and leadership travel arrangements including flights, hotels, local transportation, and itineraries in coordination with travel vendors.
- Assist visiting clients, leadership, and international guests with travel logistics, accommodation, and local arrangements.
- Oversee company service apartments including booking, allocation, housekeeping, maintenance, and coordination with property owners and vendors.
- Maintain records related to travel expenses, apartment usage, and lease documentation, ensuring cost control and smooth operations.
Qualifications
- Bachelor's degree in Business Administration, or related field.
- 6+ years of experience in office administration, facilities management, or workplace operations.
- Experience managing vendors, facilities services, and office operations.
- Ability to Speak English , Gujarati , Hindi and Marathi (Preferred)
