Admin Executive

Key Responsibilities: 

1. Reception Management : Manage the day-to-day reception and front-office operations, ensuring a professional and welcoming experience for employees, visitors and guests. Responsibilities include visitor management, handling calls and queries, coordinating meeting rooms, managing incoming/outgoing couriers, maintaining reception records, and coordinating with Admin, Security and other teams for smooth front-office operations.

2. Travel Management 

• Coordinate domestic and international travel arrangements including flight, hotel, forex, Visa coordination and cab bookings for employees and leadership teams. 
• Handle employee travel-related queries and reimbursement coordination. 
• Manage corporate cab operations, ride validations, Uber account administration, and employee transport coordination. 
• Coordinate company transportation services including buses, cabs, and employee mobility solutions. 
• Coordinate with travel vendors and ensure service quality and SLA adherence. 

3. Insurance & Employee Welfare 

• Manage employee health insurance support including policy coordination, claim assistance, and employee query resolution. 
• Coordinate annual health check-up programs and wellness initiatives. 
• Handle vehicle, asset, and marine insurance renewals along with documentation management. 
• Coordinate doctor tie-ups and wellness consultation support for employees. 

4.  Administration & Facility Management 

• Oversee day-to-day facility operations including housekeeping, and office support staff, Pest Control, Courier operations, Plant Maintenance, Stationary & Visiting card printing etc. 
• Coordinate maintenance activities (civil, electrical, HVAC, carpentry, plumbing, etc.). 
• Ensure upkeep of meeting rooms, conference rooms, and business centers. 
• Manage seating arrangements office infrastructure. 
• Handle petty cash management including expense tracking and reimbursement support. 
• Address employee administration-related queries and operational support requirements. 
• Conduct regular site inspections to ensure facility standards 
• Manage SIM card allocation, deactivation, and inventory management for same. 
• Maintain workstation utilization data and support monthly billing reconciliation. 

5. Cafeteria & Pantry Operations: 

• Manage cafeteria operations including vendor coordination, food quality, hygiene, and service standards. 
• Oversee pantry services, vending machines, and drinking water facilities. 

6. Vendor Management 

• Coordinate with vendors for administration and facility operations while ensuring SLA adherence and service quality. 
• Support vendor onboarding, documentation management, contract renewals, PO coordination, and payment follow-ups. 
• Monitor vendor performance, Verify invoices, payment process ,  track expenses of all admin services. 

7. Procurement & Asset Management: 

• Handle procurement of stationery, housekeeping consumables, and office supplies required for admin services. 
• Support asset management, audits, and inventory tracking. 

8. Compliance, Safety & Audits: 

• Support fire safety compliance, mock drills, and emergency preparedness. 
• Coordinate security operations and facility audits. 
• Ensure adherence to statutory and safety requirements. 
• Ensure workplace safety standards, visitor management, emergency preparedness, and first-aid readiness. 

9. Event & Engagement Activities: 

• Assist in organizing employee engagement activities, corporate events, and internal programs. 
• Provide logistical support for meetings, conferences, and VVIP visits.