Sr. Executive - Administration

Job Description: Admin Executive

Department: Administration / Facility Management

Location: Gandhinagar, Gujarat

Reporting To: AGM - Administration

Job Purpose

The Admin Executive will support smooth day-to-day office administration and facility operations by coordinating vendors, maintaining workplace standards, handling employee service requirements, monitoring administrative activities, and ensuring timely closure of operational issues.

The role requires a highly organized and proactive individual with strong follow-up skills and a service-oriented approach.

Key Responsibilities

1. Office & Facility Administration

• • Manage day-to-day office and facility operations.
  • Ensure proper upkeep of workstations, meeting rooms, reception, pantry, washrooms, common areas, and other office facilities.
  • Conduct regular facility rounds and identify maintenance, housekeeping, hygiene, and safety concerns.
  • Coordinate preventive and breakdown maintenance for office infrastructure and equipment.
  • Track administrative service requests and ensure timely closure.

2. Vendor Management

• • Coordinate with housekeeping, security, pantry, maintenance, pest-control, and other facility service providers.
  • Monitor vendor manpower attendance, deployment, service quality, and SLA adherence.
  • Follow up with vendors for timely resolution of service issues.
  • Verify service records and support invoice/billing documentation.
  • Escalate recurring service deficiencies to the Administration Manager.

3. Employee & Workplace Support

• • Address employees' day-to-day administration and facility-related requirements.
  • Support seating arrangements, workstation allocation, new-joiner readiness, and internal office movements.
  • Coordinate meeting-room readiness and arrangements for internal meetings.
  • Provide administrative support for employee engagement activities and office events.

4. Visitor & Front-Office Coordination

• • Ensure professional reception and visitor-management standards.
  • Coordinate visitor access, meeting-room arrangements, refreshments, and other requirements.
  • Support arrangements for VIP and senior-management visits.

5. Housekeeping, Pantry & Hygiene

• • Monitor housekeeping schedules, cleaning standards, and consumable availability.
  • Ensure pantry operations meet expected hygiene and service standards.
  • Monitor washroom cleanliness, hygiene supplies, and odor-control requirements.
  • Maintain appropriate stock levels of housekeeping, pantry, and office consumables.

6. Safety & Compliance

• • Support compliance with workplace safety and security requirements.
  • Report unsafe conditions, incidents, or facility risks promptly.
  • Maintain relevant administration, vendor, maintenance, and safety documentation.
  • Support emergency preparedness activities and periodic safety checks.

7. Procurement & Inventory

• • Coordinate requirements for office supplies, consumables, furniture, and administrative services.
  • Obtain quotations and support vendor/commercial comparisons as required.
  • Maintain records of administrative assets, inventory, and consumable stock.
  • Monitor consumption to minimize unnecessary expenditure and wastage.

8. MIS & Reporting

• • Maintain daily/weekly/monthly administrative trackers.
  • Track open service requests, pending maintenance activities, vendor issues, and target closure dates.
  • Prepare periodic MIS and status reports for management.
  • Maintain documentation including contracts, invoices, quotations, service reports, checklists, and supporting records.