senior Admin Executive

Job Overview

The Senior Admin Executive will be responsible for overseeing day-to-day administrative operations, ensuring smooth functioning of office activities, vendor management, asset management, travel coordination, facility upkeep, and supporting HR/operations as required. The role demands excellent coordination skills, ownership, and the ability to manage multiple tasks with efficiency and professionalism.

Key Responsibilities

• Office Administration & Operations
  
  

Manage overall office operations and ensure all administrative processes run smoothly.

Monitor housekeeping, pantry, security, and office infrastructure.

Maintain office stationery stock, pantry supplies, and procurement as required.

Ensure upkeep and maintenance of office premises, equipment, and workplace hygiene.

Coordinate repairs, AMC services, utility management, and maintenance tasks.

• Asset & Inventory Management
  
  

Maintain records of company assets such as laptops, mobiles, access cards, tools, etc.

Track issuance/return of assets during employee onboarding & exit.

Manage purchase requests, quotations, and vendor coordination for materials.

Maintain inventory logs, billing, and documentation.

• Vendor & Procurement Support
  
  

Identify and negotiate with new/existing vendors for cost-effective solutions.

Manage vendor agreements, quotations, bills, and payment follow-ups.

Evaluate vendor performance and maintain vendor database.

Ensure timely procurement of office supplies and equipment.

• Travel & Logistics Coordination
  
  

Handle travel bookings (flight, hotel, cab) for employees and project requirements.

Track travel expenses and ensure timely settlements.

Coordinate with field teams for logistics support, courier dispatch, and deliveries.

• Documentation & Compliance
  
  

Maintain company documents, agreements, licenses & admin records.

Handle renewal of contracts, rentals, utility services, compliance documents etc.

Prepare administrative reports, MIS, expense summaries, and dashboards.

• Support to HR & Management
  
  

Assist in onboarding arrangements – desk setup, ID cards, admin orientation.

Support HR in event planning, engagement activities & EHS initiatives.

Coordinate internal approvals, communication, circulars, meeting arrangements.

Handle confidential matters with discretion.

Skills & Competencies Required

Strong communication and interpersonal skills.

Good negotiation & vendor management ability.

Time management, planning, and multitasking capability.

Proficiency in MS Office / Google Sheets (Zoho experience advantage).

Problem-solving attitude and ability to work independently.

Knowledge of asset management & facility operations.

Ability to work with cross-functional teams and manage field requirements.

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