Admin Executive in Bangalore, भारत

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.