Administration

Job Summary

The Admin Executive is responsible for supporting day-to-day administrative operations, facility management, vendor coordination, transportation management, procurement activities, SAP transactions, and office support services. The role ensures smooth functioning of office operations while maintaining compliance with company policies and procedures.

Key Responsibilities

Administration & Office Management

• Manage daily administrative activities and office operations.
• Maintain office records, documents, and administrative databases.
• Coordinate housekeeping, pantry, cafeteria & kitchen.

Vendor Management

• Identify, onboard, and manage vendors for various administrative services.
• Negotiate contracts, rates, and service agreements.
• Monitor vendor performance and ensure SLA compliance.
• Process vendor invoices and coordinate timely payments.

SAP & Procurement Support & Invoice Process

• Create and track PR, PO, GRN, and SES transactions in SAP.
• Coordinate procurement of office supplies, stationery, and consumables.
• Ensure timely delivery of materials and services.
• Maintain procurement documentation and records.
• Collect vendor invoices and supporting documents.
• Coordinate with finance and accounts teams for payment processing.
• Maintain invoice trackers and payment records.

Transportation & Logistics Management

• Manage employee transportation, vehicle hiring, and travel arrangements.
• Coordinate transportation requirements for project teams, visitors, and senior management.
• Monitor vehicle utilization, fuel consumption, and operational efficiency.
• Track vehicle utilization and maintain transportation records.

Guest House & Accommodation Management

• Manage guest house bookings and occupancy records.
• Arrange accommodation for employees, visitors, and project teams
• Ensure cost optimization and service quality.

Support for Events & Projects

• Provide administrative support for meetings, events, and project activities.
• Coordinate corporate events.
• Ensure availability of resources and support services during events.

Budget & Cost Management

• Prepare and monitor annual administration budgets.
• Track monthly expenditures and identify cost-saving opportunities.
• Maintain administrative expense records and MIS reports.
• Support budget monitoring and cost control initiatives.

Key Performance Indicators (KPIs)

• Timely processing of PRs, POs, SES, and GRNs.
• Accuracy of administrative documentation.
• Vendor service and payment coordination effectiveness.
• On-time completion of transportation and travel arrangements.
• Facility maintenance and service quality.
• Cost control and budget adherence.
• Employee satisfaction with administrative services.

Experience

• 2-5 years of experience in Administration, Facility Management, Operations, or Office Management.
• Experience with SAP MM End User processes preferred.