Senior Executive Administration

Sr Exec Admin Jd

Job Title: Sr. Executive - Administration

Location: Gurgaon (On-site)

Experience Range: 3 – 6 years

Education: UG/PG – Any graduation

Job Description: Support to keep the location operational 24 x 7 by ensuring continuous services of admin & facilities and providing ideal working condition for employees to achieve their working targets and ensuring that whatever work is being done should be as per policies & process defined by organisations for Administration department.

Role & Responsibilities

Facility Management

• Ensure facilities and infrastructure are fully operational and available 24x7.
• Develop and implement strategic directions for facility management.
• Oversee day-to-day facility operations ensuring adherence to defined SOPs.
• Maintain high standards of housekeeping, hygiene, and cleanliness across the premises.
• Ensure timely Preventive Planned Maintenance (PPM) for all critical equipment.
• Manage office space utilization effectively.
• Ensure cost-effective repair and maintenance of infrastructure and assets.

General Administration Ensure smooth and efficient administration of the following functions:

• Health and safety compliance
• Front office management
• Coordination of monthly operational meetings with project teams
• Horticulture and office upkeep
• Stationery management
• First aid arrangements
• Event management and coordination
• Attendance management systems
• ID card issuance and management
• Access card management
• Client coordination and support
• Asset management and tracking
• Billing and administrative compliance
• AMC and NDA documentation management
• Travel management (train tickets, hotel bookings, etc.)
• Team coordination, regular reviews, and operational monitoring
• Vendor Management System (VMS) coordination
• Transport management
• Telecom coordination and support

ISO / ISMS Compliance

• Ensure adherence to statutory and facility compliance requirements.
• Implement policies related to ISO/ISMS standards.
• Manage E-attendance compliance and documentation.
• Coordinate external audits, internal peer audits, and IQA, ensuring timely closure of audit findings.
• Ensure emergency preparedness measures including:
• Emergency exit markings
• Clear passages and stairways
• Fire evacuation drills conducted every six months
• Conduct ERT staff training and employee first-aid training on a six-monthly basis.

Team Management

• Ensure team members meet defined expectations and SLA requirements.
• Monitor daily team activities and operational performance.
• Motivate, mentor, and guide team members for effective performance.
• Identify training needs and facilitate capability development.
• Provide regular feedback and performance guidance.

Vendor Management

• Ensure vendors deliver services in accordance with defined SLAs.
• Conduct periodic vendor performance reviews.
• Ensure vendor contracts and NDAs are in place and compliant.
• Hold regular vendor meetings and monitor service delivery.

Safety and Security

• Ensure safety and security of employees, visitors, and company assets.
• Ensure compliance with all relevant safety regulations.
• Conduct audits of service levels and operating procedures (Internal / Peer / ISO / ISMS).
• Liaise with local authorities and law enforcement when required.
• Maintain and implement the Business Continuity Process (BCP).
• Ensure periodic emergency drills and safety training.
• Conduct regular monitoring and compliance reviews.

Planning and Strategy

• Implement policies and frameworks for effective goal setting and operational planning.
• Provide regular updates to management through monthly service reviews.
• Actively participate in strategic business planning, implementation initiatives, and client interactions.

Budgeting, Control & MIS

• Manage Capital Expenditure (CAPEX) and Operational Expenditure (OPEX) related to facilities.
• Plan expenses to ensure efficient and cost-effective operations.
• Prepare Monthly Management Review (MMR) reports on services delivered and initiatives taken.
• Generate monthly financial and operational reports for infrastructure and facility management.
• Implement cost-control measures and monitor budget vs. variance.
• Ensure timely cost control and SLA compliance.
• Prepare annual budgets and operational plans aligned with organizational requirements and SLAs.

Preferred Candidate Profile

1. Should have more than 65% throughout 10th, 12th, UG and PG.
2. Early Joiner