Role Overview

We are looking for an experienced and hands-on Admin Executive to manage the complete administration and workplace operations of our large, multi-floor office. The role will be responsible for ensuring a safe, clean, well-maintained, efficient and employee-friendly workplace , while managing vendors, facilities, housekeeping, security, office supplies, events and day-to-day administrative operations.

The ideal candidate should have strong experience in managing large office facilities, multiple floors, vendors and service partners , with excellent coordination and problem-solving skills.

Key Responsibilities

1. Office & Facility Management

Manage day-to-day administration and facilities operations across all office floors.
Ensure smooth functioning of electrical, plumbing, HVAC/AC, lifts, lighting, water supply, furniture and other facilities.
Conduct regular floor and facility inspections and proactively identify maintenance requirements.
Coordinate preventive and corrective maintenance with internal teams and external vendors.
Maintain facility-related records, AMC contracts, service schedules and maintenance logs.
Ensure compliance with building, fire safety, health & safety and statutory requirements.

2. Housekeeping & Workplace Hygiene

Manage housekeeping operations across all floors, common areas, pantry, washrooms and meeting spaces.
Monitor housekeeping staff attendance, grooming, productivity and service quality.
Define cleaning schedules, checklists and hygiene standards.
Ensure adequate availability of cleaning materials, consumables and hygiene products.
Conduct regular audits and take corrective action for gaps.

3. Security & Safety

Manage security personnel, access control and visitor management.
Coordinate with building management/security agencies for employee and office safety.
Ensure implementation of fire safety, emergency preparedness and evacuation procedures.
Coordinate fire drills, emergency response exercises and safety inspections.
Maintain incident and accident records and ensure timely escalation.

4. Vendor & Contract Management

Manage vendors for housekeeping, security, pest control, maintenance, pantry, transport, office supplies and other facility services.
Negotiate commercial terms and ensure adherence to agreed SLAs.
Track AMC renewals, contracts, invoices and vendor performance.
Evaluate vendors and identify opportunities for service improvement and cost optimization.
Maintain an updated vendor database and documentation.

5. Office Supplies & Consumables

Manage procurement and inventory of office stationery, housekeeping materials, pantry supplies, toiletries, drinking water and other consumables.
Maintain minimum/maximum stock levels and ensure timely replenishment.
Monitor consumption and identify wastage or unusual usage.
Maintain proper records of purchases, stock and expenses.

6. Events & Employee Engagement Support

Plan and coordinate internal events, celebrations, town halls, offsites, employee engagement activities and leadership meetings.
Manage venue, food, décor, logistics, transportation and vendor coordination.
Support HR in organizing employee engagement initiatives and office celebrations.
Ensure smooth execution of events within approved budgets.

7. Travel & Logistics Support

Coordinate employee/business travel, accommodation, transportation and local logistics whenever required.
Manage cab/transport vendors and ensure service quality.
Support logistics for leadership visits, client meetings and company events.

8. Budget & Cost Management

Prepare and track the administration and facility management budget.
Monitor monthly expenses against approved budgets.
Identify cost-saving opportunities without compromising workplace quality.
Validate vendor bills and ensure timely submission for payment processing.

9. Office Administration

Manage meeting rooms, workstations, common areas and office infrastructure.
Coordinate seating/workstation requirements for new joiners and internal movements.
Support office expansion, relocation, renovation and new facility setup projects.
Coordinate with landlords/building management for operational requirements.
Maintain administrative documentation, records and reports.

10. Compliance & Documentation

Ensure required licenses, certificates, AMC documents and statutory records are current.
Maintain records related to fire safety, pest control, lifts, electrical systems, insurance and other applicable facility requirements.
Support internal audits and compliance inspections.
Ensure adherence to company policies and applicable local regulations.

Key Skills & Competencies

5+ years of experience in Administration / Facilities / Workplace Management .
Experience managing large and multi-floor corporate offices is mandatory.
Strong experience in managing housekeeping, security, vendors and facility operations.
Excellent vendor management and negotiation skills.
Strong knowledge of office infrastructure and facility maintenance.
Good understanding of workplace safety and facility compliance.
Strong planning, coordination and problem-solving abilities.
Excellent communication and stakeholder management skills.
Ability to manage multiple priorities and handle emergencies independently.
Strong ownership and hands-on approach.
Good knowledge of MS Excel, Word and basic reporting.

Preferred Experience
Candidates from organizations managing large corporate offices, multi-floor facilities, campuses, retail/head offices, shared workspaces or high-volume workplaces will be preferred.

Admin Executive

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