MYCPE ONE is a growing outsourcing organization providing financial and professional services to clients across the US, Canada, UK, Australia, and New Zealand . With a workforce of 2,000+ employees , we are headquartered in Ahmedabad and have a presence across multiple cities in India.
Position: Senior Executive – Administration Support
Company: MYCPE ONE
Location: Ahmedabad
Working Hours: 3:00 PM – 12:00 AM
Experience: 5–7 Years
Employment Type: Full-Time
Role Overview
We are looking for an experienced and proactive Senior Executive – Administration Support to manage day-to-day office administration and facility operations.
The role will be responsible for facility management, housekeeping, travel desk operations, office supplies and inventory, infrastructure maintenance, vendor coordination, events, and MIS reporting .
The ideal candidate should have strong coordination and problem-solving skills with the ability to manage multiple administrative activities, ensure timely closure of issues, monitor vendor performance, and continuously improve operational efficiency.
Key Responsibilities
- Housekeeping & Office Hygiene
- Manage daily housekeeping operations and maintain high standards of office cleanliness and hygiene.
- Coordinate with housekeeping vendors and monitor manpower, attendance, and service quality.
- Conduct regular floor and office inspections to identify service gaps.
- Track housekeeping complaints and ensure resolution within defined TATs.
- Maintain housekeeping-related MIS and performance reports.
- Infrastructure & Facility Management
- Manage day-to-day office infrastructure and facility requirements.
- Monitor electrical, plumbing, civil, HVAC, furniture, fixtures, pantry, and other facility-related requirements.
- Maintain a snag point tracker , including issue details, ownership, priority, TAT, and closure status.
- Coordinate with internal teams, landlords, contractors, and vendors for timely issue resolution.
- Conduct regular facility inspections and proactively identify potential concerns.
- Coordinate preventive maintenance and ensure critical infrastructure is maintained as per schedule.
- Travel Desk Management
- Coordinate employee travel arrangements, including flights, hotels, local transportation, and related requirements.
- Liaise with travel agencies and other service providers.
- Ensure travel requests are processed within defined timelines and company policies.
- Track travel-related expenses and maintain accurate MIS.
- Resolve travel-related queries and escalate exceptions when required.
- Office Supplies & Inventory Management
- Manage stationery, pantry supplies, consumables, and other administrative requirements.
- Maintain accurate inventory records and optimum stock levels.
- Raise purchase requests/POs as per established processes.
- Coordinate with vendors to ensure timely delivery and required quality standards.
- Monitor consumption trends and identify opportunities for cost optimization.
- Maintain procurement and inventory MIS.
- Events & Employee Engagement Support
- Coordinate office events, employee engagement activities, meetings, celebrations, and other company events.
- Manage venues, catering, logistics, vendors, materials, and other event-related requirements.
- Ensure events are executed within approved budgets and timelines.
- Maintain event calendars, budgets, and post-event closure/feedback reports.
- MIS & Operational Excellence
- Prepare daily, weekly, and monthly MIS dashboards covering:
- Facility and infrastructure issues
- Snag points and closure TAT
- Housekeeping performance
- Vendor performance
- Travel desk activities
- Office supplies and inventory
- Events and administrative expenses
- Monitor SLA/TAT adherence and highlight overdue actions.
- Identify recurring issues, conduct root-cause analysis, and recommend corrective actions.
- Drive standardization, automation, and process improvements across administrative operations.
- Provide management with regular reports, trends, action points, and improvement recommendations.
- Vendor & Stakeholder Management
- Coordinate with housekeeping, facility, maintenance, travel, stationery, catering, and other service vendors.
- Monitor vendor performance against agreed SLAs and TATs.
- Maintain vendor records, service schedules, and performance trackers.
- Collaborate effectively with HR, Finance, IT, Security, employees, and other internal stakeholders .
- Proactively escalate critical or delayed issues and drive them to closure.
Key Performance Indicators (KPIs)
- Facility and snag closure within agreed TAT/SLA.
- Housekeeping service quality and complaint resolution.
- Preventive maintenance compliance.
- Travel request turnaround time.
- Availability of office supplies and inventory accuracy.
- Vendor SLA and performance adherence.
- Event execution within approved timelines and budgets.
- Accuracy and timeliness of MIS reporting.
- Reduction in recurring facility and administrative issues.
- Cost optimization and process efficiency improvements.
- Employee and stakeholder satisfaction.
Required Skills & Competencies
- Strong administration and facility management skills.
- Excellent vendor and stakeholder management capabilities.
- Strong coordination, follow-up, and closure-oriented approach.
- Good knowledge of MS Excel, MIS reporting, and data analysis .
- Ability to simultaneously manage and track multiple administrative activities.
- Strong problem-solving skills with an ownership mindset.
- Good written and verbal communication skills.
- Ability to identify operational gaps and implement process improvements.
- Strong organizational and time-management skills.
- Proactive, detail-oriented, and results-focused approach.
Qualification & Experience
- Graduate in any discipline.
- Certification in Administration or Facility Management will be an added advantage.
- 5–7 years of relevant experience in administration, facility management, office operations, or a similar role.
- Hands-on experience managing multiple vendors and office support functions.
- Good working knowledge of MS Excel, MIS reporting, and presentation tools .
Additional Requirement
The candidate should be flexible to provide weekend support/presence during planned activities, office requirements, and company events, as applicable.