Admin Executive in Ernakulam, भारत

Job Description – Administration Executive

Company: SPRDH Solutions Pvt. Ltd.
Position: Administration Executive
Location: Office-Based
Experience Required: Minimum 2 Years
Languages Required: English and Hindi

About the Role

SPRDH Solutions Pvt. Ltd. is looking for a highly organised, responsible, and proactive Administration Executive to join our team. This is a full-time, office-based role for a candidate who enjoys managing day-to-day operations, coordinating with internal teams and external vendors, and ensuring that the workplace functions efficiently.

The ideal candidate will have at least two years of relevant administrative or office coordination experience. They should be comfortable handling multiple tasks, maintaining accurate records, communicating professionally in English and Hindi, and supporting management with routine operational requirements. The role offers an excellent opportunity to work in a fast-paced, professional environment and contribute directly to the smooth functioning of the organisation.

Key ResponsibilitiesOffice Administration and Coordination

• Manage the daily administrative operations of the office and ensure a clean, professional, and well-organised workplace.

• Handle incoming and outgoing calls, emails, courier packages, letters, and other business correspondence.

• Receive and assist visitors, clients, vendors, and guests in a courteous and professional manner.

• Maintain office registers, records, files, agreements, and important documents in both physical and digital formats.

• Coordinate meeting schedules, conference room bookings, appointments, and management calendars.

• Prepare meeting agendas, take minutes of meetings when required, and follow up on action points with relevant team members.

• Support the preparation of reports, presentations, letters, proposals, and other business documents.

• Manage office stationery, pantry supplies, printed materials, and other essential inventory items.

• Ensure timely procurement of supplies and maintain appropriate stock levels.

Vendor and Facility Management

• Coordinate with vendors, service providers, building management, housekeeping staff, and maintenance agencies.

• Obtain quotations, compare vendor proposals, and assist management in coordinating purchases and service requirements.

• Track maintenance requirements related to office equipment, internet connectivity, printers, air conditioning, electrical systems, and other facilities.

• Ensure that office repairs and maintenance activities are completed on time with minimal disruption to operations.

• Maintain records of vendor contacts, service agreements, bills, and payment-related documents.

HR and Employee Support

• Support the HR team with employee attendance, leave records, onboarding documentation, and employee file maintenance.

• Coordinate the joining formalities of new employees, including document collection, workstation readiness, ID cards, and orientation support.

• Maintain confidential employee documents and ensure information is handled responsibly.

• Assist in arranging employee engagement activities, internal meetings, celebrations, and training sessions.

• Help communicate office policies, notices, and administrative updates to employees.

Accounts and Documentation Support

• Assist the accounts team by collecting, organising, and maintaining invoices, expense bills, purchase records, and supporting documents.

• Coordinate with vendors and internal teams for invoice clarification, submission, and payment follow-ups.

• Maintain accurate data entry records and prepare basic Excel sheets, trackers, and summaries as required.

• Ensure timely filing and retrieval of official documents for management review, audits, and internal reference.

General Operational Support

• Coordinate with different departments to ensure timely completion of administrative requests.

• Handle routine follow-ups with clients, vendors, and team members as assigned by management.

• Support event-related administrative work, including registrations, documentation, material coordination, and onsite logistics when required.

• Identify operational gaps and suggest practical improvements to improve office efficiency.

• Undertake any other administrative, coordination, or support duties assigned by the reporting manager.

Candidate Requirements

• Minimum 2 years of experience in administration, office coordination, front office, operations support, or a similar role.

• Bachelor’s degree in Business Administration, Commerce, Management, or a related discipline is preferred.

• Excellent verbal and written communication skills in both English and Hindi.

• Strong working knowledge of Microsoft Office, including Word, Excel, PowerPoint, Outlook, and email communication.

• Ability to create and maintain reports, trackers, schedules, records, and professional correspondence.

• Good organisational, planning, and time-management skills with strong attention to detail.

• Ability to manage multiple tasks, prioritise work effectively, and meet deadlines.

• Professional appearance, positive attitude, and a customer-service-oriented approach.

• Ability to work independently while also collaborating effectively with internal teams.

• High level of integrity, discretion, and ability to maintain confidentiality.

• Prior experience in a corporate services, event management, hospitality, or client-facing environment will be an added advantage.

What We Are Looking For

We are looking for a dependable and enthusiastic professional who takes ownership of their work and enjoys contributing to a well-run office environment. The successful candidate should be resourceful, approachable, disciplined, and comfortable working in a dynamic organisation where no two days are exactly the same.

If you are an organised administrative professional with strong communication skills and a willingness to learn and grow, we encourage you to apply and become a part of SPRDH Solutions Pvt. Ltd.