Admin Executive

Job Description:

Job description

Key Responsibilities:

1. Office & Facility Management

Supervise daily administrative operations and ensure smooth functioning of facilities.
Ensure upkeep, cleanliness, and safety of all office premises through effective supervision of housekeeping and maintenance teams.
Manage building and infrastructure maintenance, including electrical, plumbing, and air conditioning systems.
Coordinate space planning, seating arrangements, and desk allocations.
2. Vendor & Contract Management

Identify, evaluate, and negotiate with vendors for services such as housekeeping, security, catering, facility maintenance, pest control, and office supplies.
Ensure service level agreements (SLAs) and annual maintenance contracts (AMCs) are in place and monitored for quality and timely service.
Conduct regular vendor performance reviews and optimize costs without compromising quality.
3. Budget & Expense Management

Prepare and manage the administration budget and monitor expenses.
Identify cost-saving opportunities in admin operations without affecting efficiency or quality.
Approve and track purchase orders and vendor payments in coordination with finance.
4. Compliance & Safety

Ensure compliance with fire safety regulations, health protocols, and local labour laws related to facility and staff.
Maintain documentation for statutory and regulatory compliance including licenses and certificates (e.g., fire NOC, pollution control board clearance).
Conduct regular facility safety drills and internal audits.
5. Team & Stakeholder Management

Manage a team of administrative and support staff, ensuring clarity in roles, training, and productivity.
Coordinate with HR, IT, Finance, and Operations departments for seamless admin support across functions.
Serve as a point of contact for senior leadership on facility and administrative matters.
6. Event & Visitor Management

Organize internal and external meetings, corporate events, training sessions, and town halls.
Supervise front-office operations and visitor management systems.
Qualifications & Skills:

Bachelor's degree in Business Administration, Management, or a related field.
5-10 years of proven experience in administration or facility management, preferably in the real estate or construction industry.
Strong vendor management and negotiation skills.
Proficiency in MS Office (Excel, Word, PowerPoint) and administrative software systems.
Excellent interpersonal, leadership, and communication abilities.
Ability to multitask and work under pressure.
Experience in managing budgets and cost optimization.
Exposure to managing multi-location offices is preferred