Senior Executive - Admin Services (Facilities)

Job Summary:

The Senior Executive - Administration is responsible for managing day-to-day office operations, vendor coordination, facilities management, and supporting the accounts payable process by ensuring accurate and timely submission of vendor invoices for payment. The role requires a high level of organization, attention to detail, and coordination with both internal departments and external vendors. The position also requires a willingness to work flexible hours as needed and the flexibility to undertake client assignments at client locations.

Key Responsibilities:

.Office Management & Facility Support

oOversee the smooth functioning of daily office operations (housekeeping, pantry, stationery, courier, etc.)

oSupervise front-desk activities, security, and overall office upkeep.

oCoordinate repair and maintenance activities with vendors and building management.

oMonitor inventory of office supplies and ensure timely procurement.

.Vendor & Contract Management

oManage vendor relationships, including AMCs and service contracts (housekeeping, pest control, office equipment, etc.)

oNegotiate service agreements and ensure all vendor documentation is up-to-date.

oMaintain detailed records of contracts, service performance, and renewals.

.Accounts Payable Coordination

oCollect and verify vendor invoices against services delivered or purchase orders.

oEnsure completeness of supporting documents and adherence to internal policies.

oProcess and submit verified invoices to the Accounts/Finance team for timely payments.

oFollow up on payment status and maintain vendor communication to ensure transparency.

oAssist in resolving invoice or payment discrepancies in coordination with vendors and accounts team.

.Travel & Logistics

oArrange domestic and international travel including flight bookings, hotel accommodations, and transport.

oEnsure adherence to travel policies and assist with related expense tracking.

oSupport planning and logistics for corporate events, team off-sites, and meetings.

.Compliance & Documentation

oMaintain up-to-date records of office lease, insurance, licenses, and compliance certificates.

oSupport statutory and internal audits by providing necessary documentation.

oEnsure compliance with safety, health, and fire regulations.

.Employee & Interdepartmental Support

oAssist with new employee onboarding (ID creation, workstation setup, welcome kits).

oAct as a point of contact for employee administrative queries.

oCommunicate key facility updates and coordinate internal logistics.

Requirements:

.4-6 years of experience in office administration with exposure to accounts payable processes.

.Proficiency in MS Office tools:

oExcel - for data tracking, vendor invoice logs, and reporting

oWord - for drafting communications, documentation, and policy updates

oPowerPoint - for preparing administrative presentations and reports

.Strong coordination, documentation, and communication skills.

.Ability to multitask, work independently, and manage deadlines effectively.

Desirable Skills:

.Knowledge of invoice processing and basic understanding of accounting entries.

.Experience in managing admin and accounts payable responsibilities in a mid-to-large corporate setup.

.Exposure to compliance requirements, vendor audits, and documentation standards.

.Willingness to work flexible hours as required by the role.

.Flexibility to work on client assignments at client locations.