Administrative executive

AIRIQ 365 · Siliguri, India

Job Title : Admin Executive

Location: Siliguri

Work Type: Onsite

Job Summary

The Admin Executive will be responsible for managing and coordinating the day-to-day administrative and facility operations of the organization. The role involves ensuring a well-maintained, safe, efficient, and employee-friendly workplace through effective coordination of office facilities, vendors, housekeeping, security, guest house operations, travel arrangements, asset management, procurement, inventory, and administrative documentation.

The ideal candidate should have strong organizational and coordination skills, attention to detail, and the ability to manage multiple administrative activities efficiently.

Key Responsibilities

1. Office Administration Manage and ensure the smooth day-to-day administrative operations of the office. Ensure cleanliness, hygiene, maintenance, and overall upkeep of office premises. Coordinate with housekeeping staff, office support staff, security personnel, guest house staff, and maintenance teams. Ensure the uninterrupted availability of essential office utilities, facilities, and supplies. Address and resolve day-to-day administrative issues in a timely manner.

2. Facility Management Monitor office infrastructure and identify maintenance requirements. Coordinate preventive and corrective maintenance activities. Liaise with vendors and service providers for electrical, plumbing, carpentry, HVAC, civil, and other facility-related work. Ensure timely resolution of facility and infrastructure-related issues. Maintain records of maintenance activities and service requests.

3. Vendor Management Coordinate with vendors and service providers for office maintenance and administrative services. Obtain and compare quotations to support cost-effective decision-making. Coordinate work orders and monitor vendor performance. Ensure timely renewal and maintenance of Annual Maintenance Contracts (AMCs). Maintain an updated vendor database and service records.

4. Asset Management Maintain accurate records of company assets. Coordinate asset allocation, movement, transfer, and retrieval. Conduct periodic physical verification of assets. Report damaged, lost, obsolete, or unusable assets to the concerned stakeholders. Ensure proper documentation of asset-related transactions.

5. Procurement & Purchase Support Raise purchase requisitions for administrative requirements. Coordinate with vendors for the procurement of office supplies and consumables. Obtain quotations and support the procurement process. Maintain adequate stock of stationery, pantry items, and other office consumables. Ensure timely and cost-effective procurement.

6. Guest House Management Coordinate guest house bookings and room allocation. Ensure rooms are clean, maintained, and ready for employees and guests. Supervise housekeeping and other guest house-related activities. Monitor guest house inventory, supplies, and maintenance requirements. Coordinate with guest house support staff and external vendors.

7. Travel & Accommodation Coordination Coordinate employee travel bookings, including transportation and accommodation arrangements. Assist with hotel reservations and other travel-related administrative requirements. Maintain records of employee travel and accommodation arrangements. Provide administrative support for business travel requirements.

8. Security & Workplace Safety Coordinate with security personnel to ensure workplace safety and security. Monitor access control systems and CCTV systems, where applicable. Support compliance with fire safety and other workplace safety requirements. Coordinate safety inspections, mock drills, and other safety-related activities. Report and escalate security or safety concerns to the appropriate stakeholders.

9. Inventory Management Maintain inventory records for stationery, pantry supplies, office consumables, and other administrative items. Monitor minimum stock levels and initiate timely replenishment. Conduct periodic and monthly inventory checks. Minimize shortages, wastage, and unnecessary expenses. Ensure proper storage and tracking of administrative supplies.

10. Documentation & Record Management Maintain updated records of vendors, AMCs, purchase orders, work orders, and service agreements. Maintain administrative, procurement, asset, and maintenance records. Prepare regular administrative and facility-related reports. Ensure all documentation is properly maintained and updated.

11. Budget & Expense Monitoring Track administrative and facility-related expenses. Verify vendor invoices and bills before processing. Assist in administrative budget planning and expense tracking. Identify opportunities for cost optimization and operational efficiency.

12. Employee & Workplace Support Address and coordinate employee requests related to administrative and workplace facilities. Coordinate seating arrangements and workspace requirements. Support office events, employee engagement activities, and other organizational initiatives. Ensure workplace readiness for new joiners, including seating, basic facilities, and required administrative support.

Required Skills & Competencies Office Administration Facility Management Vendor Management Procurement & Purchase Coordination Inventory Management Asset Management Travel & Accommodation Coordination Documentation & Record Management Proficiency in MS Office, including Excel, Word, and Outlook Strong communication and interpersonal skills Negotiation and vendor coordination skills Strong organizational and time-management skills Problem-solving and decision-making abilities Ability to multitask and manage multiple priorities Attention to detail

Educational Qualification Bachelor's degree in any discipline. Additional certification or experience in Administration, Facility Management, or a related field will be an added advantage.

Experience Prior experience in administration, facility management, office operations, or a related role will be preferred.