Officer – Administration | Admin Jobs in Bangalore | Office Administration & Facilities Management

Orbit Global HR Consultants LLP is hiring an experienced Officer – Administration for a reputed organisation in Bangalore, Karnataka. This opportunity is suitable for professionals with strong experience in general office administration, facilities management, travel management, vendor coordination, estate management and administrative operations.

If you are looking for Administration Jobs in Bangalore and have 3–4+ years of experience managing administration activities in a small or medium-sized organisation, this role could be relevant for you.

Job Details

About the Officer – Administration Job

The Officer – Administration will be responsible for managing day-to-day administrative operations, office facilities, vendor coordination, travel arrangements, purchasing, front-office activities and general workplace services.

The ideal candidate should have hands-on experience in office administration and facilities management, preferably within an engineering, manufacturing or small-to-medium-sized organisation.

The position requires someone who can independently coordinate multiple administrative activities, manage vendors, control expenses and ensure the smooth functioning of the office.

Key Responsibilities

1. General Office Administration

• Manage day-to-day office administration activities.
• Ensure smooth and efficient functioning of office facilities.
• Manage office stationery, pantry supplies, equipment and other administrative requirements.
• Coordinate office maintenance and ensure workplace facilities are properly maintained.
• Handle conference room bookings and meeting arrangements.
• Maintain records related to administrative activities and expenses.
• Support employees and senior management with administrative requirements.

2. Estate & Facilities Management

• Manage estate and office facility-related activities.
• Coordinate maintenance of office premises and equipment.
• Supervise housekeeping and other facility support staff.
• Coordinate repairs and maintenance of office infrastructure.
• Ensure office premises remain clean, safe and operational.
• Coordinate with external service providers for maintenance requirements.

3. Travel & Hotel Management

The candidate will be responsible for complete travel coordination for employees and senior management, including:

• Planning domestic and international travel.
• Preparing travel itineraries for employees and senior delegates.
• Coordinating flight and train bookings.
• Arranging hotels and accommodation.
• Coordinating airport transfers and local transportation.
• Arranging vehicles and cab services.
• Coordinating visa processing and travel formalities.
• Coordinating travel requirements for employees and visitors.
• Liaising with travel agencies and other service providers.

4. Central Purchasing & Procurement Support

• Coordinate central purchasing activities for office requirements.
• Source office stationery, pantry supplies and administrative materials.
• Coordinate with approved vendors and suppliers.
• Maintain vendor relationships and commercial rate contracts.
• Obtain quotations and coordinate purchase requirements.
• Monitor supplies and ensure timely availability of essential office materials.

5. Vendor Management

• Manage vendors providing office-related services.
• Maintain rate contracts for:
  • Office stationery
  • Travel services
  • Hotel bookings
  • Cab/transport services
  • Courier services
  • Facility maintenance
  • Housekeeping
• Coordinate with vendors regarding service quality and payments.
• Verify vendor invoices before submitting them for payment processing.
• Ensure vendor payments are completed on time.

6. Company Vehicle / Fleet Coordination

• Coordinate management of company vehicles.
• Track vehicle servicing and repairs.
• Coordinate vehicle maintenance requirements.
• Monitor insurance renewals and related documentation.
• Coordinate insurance claims where applicable.
• Maintain records of company vehicles and associated expenses.

7. Front Office Management

• Manage and supervise front-office activities.
• Coordinate visitor management and reception requirements.
• Ensure visitors and delegates receive appropriate assistance.
• Coordinate meeting room and conference room requirements.
• Support senior management and employees with administrative arrangements.

8. Bills, Payments & Petty Cash

• Process monthly utility bills and administrative expenses.
• Coordinate payments for vendors such as:
  • Cabs
  • Courier services
  • Travel agencies
  • Hotels
  • Maintenance vendors
  • Office suppliers
• Handle petty cash transactions.
• Maintain supporting documents and records for administrative expenses.
• Verify invoices and ensure accurate payment processing.
• Follow up with vendors to ensure timely payment.

9. Administrative Records & Reporting

• Maintain spreadsheets for incoming and outgoing couriers.
• Maintain purchase order records.
• Maintain supplier and vendor databases.
• Track administrative expenses.
• Monitor planned vs. actual office running expenses.
• Prepare administrative reports whenever required.
• Maintain documentation related to vendors, purchases and facilities.

Candidate Requirements

Educational Qualification

• Any Graduate from a recognised institution.
• Candidates with relevant professional experience in administration may be considered irrespective of specialisation.

Experience

• 3–4+ years of experience in general office administration.
• Experience handling administration responsibilities in a small to medium-sized organisation is preferred.
• Experience in an engineering or manufacturing company will be an advantage.

Required Skills

The ideal candidate should have strong skills in:

• Office Administration
• Facilities Management
• Estate Management
• Travel Management
• Hotel & Ticket Booking
• Vendor Management
• Central Purchasing
• Front Office Management
• Housekeeping Supervision
• Fleet Coordination
• Invoice Verification
• Petty Cash Management
• Administrative Expense Management
• Purchase Order Management
• MS Office
• Vendor Negotiation
• Administrative Planning & Coordination

Language Requirements

The candidate should be proficient in:

• English
• Kannada
• Hindi

Strong communication skills are important because the position involves regular coordination with employees, vendors, senior management, visitors and external service providers.

Computer Skills

Good working knowledge of Microsoft Office is required, particularly:

• MS Excel
• MS Word
• MS PowerPoint
• Email and Internet
• Spreadsheet-based administrative reporting

Location Requirement

Candidates should preferably be residing within 3–5 km of the office location in Bangalore.

This requirement is intended to support convenient daily commuting and effective handling of office administration responsibilities.

Preferred Candidate Profile

The ideal Administration Officer in Bangalore should be:

• Organised and detail-oriented
• Proactive and responsible
• Good at vendor coordination
• Strong in administrative planning
• Comfortable handling multiple tasks simultaneously
• Good at travel and logistics coordination
• Capable of managing office expenses and records
• Comfortable coordinating with senior management
• Strong in communication and follow-up
• Proficient in MS Office
• Capable of working independently

Salary & Job Location

Salary: Up to ₹9 LPA
Location: Bangalore, Karnataka
Experience: 3–4+ Years

Salary will depend on the candidate's relevant experience, skills and suitability for the position.

Apply for Administration Jobs in Bangalore

If you have experience in office administration, facilities management, vendor management, travel coordination, estate management, purchasing and general administration, you are invited to apply.

Recruitment Partner: Orbit Global HR Consultants LLP
Location: Bangalore, Karnataka

📩 Apply Now: info@orbitconsultancy.in
📞 Contact: 9711601027
🌐 Website: Orbit Global HR Consultants