Sr. Associate - Admin Support in Ahmedabad, भारत

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

1. 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. 
  

1. 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.
  

1. 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. 
  

1. 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.
  

1. 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.
  

1. 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.
  

1. 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.