Admin Executive

Role Overview:

We are looking for a proactive and well-organized Executive Admin to manage day-to-day office administration, facilities, reception, vendor coordination, petty cash, and office-related bills. The ideal candidate should be comfortable handling multiple administrative responsibilities independently and ensuring smooth workplace operations.

Key Responsibilities:

• Office & Facility Management
• Manage day-to-day office facilities and ensure a clean, safe, and well-maintained workplace.
• Coordinate housekeeping, security, maintenance, pantry, utilities, and other facility requirements.
• Coordinate with building management and external service providers for repairs and maintenance.
• Monitor office supplies, stationery, pantry items, and other operational requirements.
• Maintain records of AMC, service contracts, and facility-related documentation.

Reception & Front Desk:

• Manage the reception/front desk and ensure a professional experience for visitors and employees.
• Handle incoming calls, visitors, courier and mail management.
• Coordinate meeting rooms and assist with visitor arrangements.
• Maintain visitor and courier records.

Petty Cash & Expenses:

• Manage daily petty cash transactions and maintain accurate records.
• Collect and verify bills, receipts, and supporting documents.
• Prepare petty cash statements and ensure timely reconciliation.
• Track and monitor administrative expenses within approved budgets.

Bills & Vendor Management:

• Collect, verify, and process office-related bills and invoices.
• Maintain an updated tracker of bills, payments, and pending invoices.
• Coordinate with vendors regarding invoices, payments, and service-related issues.
• Follow up with the Finance team for timely processing of payments.

Administrative Support:

• Maintain office records, documents, registers, and administrative trackers.
• Support employee requirements related to workplace facilities.
• Coordinate office events, celebrations, and other administrative activities.
• Prepare regular reports and updates on office expenses and facility-related matters.
• Handle confidential information and administrative matters with discretion.
• Take up other administrative responsibilities assigned by management.