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Job Description – Executive / Senior Executive – Administration

Company: Inflow Technologies Pvt. Ltd.

Department: Administration

Location: Bengaluru

Employment Type: Full-time

Experience: 3–6 years

About the RoleWe are looking for a proactive and well-organised Administration Executive / Senior Executive to manage day-to-day administrative operations and ensure smooth functioning of the office.

The role will involve coordination with employees, vendors, building management, service providers and internal departments. The ideal candidate should be hands-on, responsible, organised and capable of independently handling multiple administrative activities in a fast-paced corporate environment.

• Key ResponsibilitiesOffice AdministrationManage day-to-day office administration and ensure smooth functioning of the workplace.
• Coordinate with building management, housekeeping, security, maintenance and other facility service providers.
• Ensure office premises, common areas, meeting rooms and facilities are maintained to the required standards.
• Monitor office supplies, stationery, pantry requirements and other consumables and ensure timely replenishment.
• Maintain appropriate records of administrative assets, equipment and office inventory.
• Coordinate seating arrangements, office movements and other employee facility requirements.
• Handle incoming and outgoing courier, mail and other office logistics.
• Vendor & Service Provider ManagementCoordinate with vendors and service providers for housekeeping, security, maintenance, office supplies, courier and other administrative requirements.
• Obtain quotations, compare commercial terms and coordinate approvals wherever required.
• Monitor vendor performance, service quality and adherence to agreed timelines.
• Maintain vendor records, contracts, service agreements and renewal schedules.
• Coordinate resolution of service-related issues and escalate critical matters appropriately.
• Facilities & MaintenanceCoordinate preventive and corrective maintenance of office infrastructure, electrical systems, air-conditioning, plumbing, furniture and other facilities.
• Ensure timely reporting and closure of maintenance issues.
• Coordinate with landlords/building management for infrastructure-related matters.
• Maintain records of maintenance activities and service visits.
• Travel & Employee SupportCoordinate local travel, transportation and other administrative requirements for employees and visitors, wherever applicable.
• Support arrangements for meetings, conferences, training programmes and corporate events.
• Coordinate visitor management and ensure a professional experience for guests and business partners.
• Provide administrative support to senior management and other departments as required.
• Compliance, Safety & DocumentationMaintain proper documentation and records relating to administration and facilities.
• Ensure compliance with applicable office, building and safety requirements.
• Coordinate fire and safety inspections, drills, equipment servicing and related documentation.
• Support implementation of workplace safety and emergency procedures.
• Maintain records of statutory certificates, AMC documents, insurance-related documents and other administrative records.
• Cost & Budget ManagementMonitor routine administrative expenses and ensure spending remains within approved budgets.
• Process vendor invoices and coordinate with Finance for timely payments.
• Maintain administrative expense records and provide periodic reports as required.
• Identify opportunities to improve operational efficiency and reduce unnecessary costs.
• Key Skills & CompetenciesStrong organisational and coordination skills.
• Excellent verbal and written communication.
• Good vendor management and negotiation skills.
• Ability to multitask and prioritise effectively.
• Strong follow-up and problem-solving abilities.
• Proficiency in MS Office, particularly Excel, Word and Outlook.
• Good documentation and record-keeping skills.
• Ability to work independently with minimal supervision.
• Professional attitude and good interpersonal skills.
• High level of ownership, responsiveness and attention to detail.
• Qualification & ExperienceGraduate in any discipline; qualifications in Business Administration, Facility Management or a related field will be an advantage.
• 3–6 years of relevant experience in administration, facilities or office management.
• Experience in a corporate / IT / technology / distribution environment will be preferred.
• Candidates with experience in handling multiple vendors and office facilities will be preferred.

Key Attributes We Look ForOwnership | Reliability | Professionalism | Coordination | Problem Solving | Attention to Detail | Vendor Management | Responsiveness

What Success Looks LikeThe successful candidate will ensure that employees and management have a well-maintained, safe, organised and efficiently functioning workplace, with administrative requirements handled proactively and with minimal disruption to business operations.