Admin Executive

Job Description

Key Responsibilities Facility Management & AMC Coordination Oversee maintenance and upkeep of our ~100-seater office space. Manage Annual Maintenance Contracts (AMCs) for equipment, services, and infrastructure. Ensure timely renewals, contractual compliance, and vendor coordination for repairs/maintenance Event Management Coordinate logistics for in-house events, FunatWork programs, workshops, and meetings. Arrange venue setup, audio-visual equipment, catering, and dcor. Monitor budgets for cost-effectiveness and adherence to planned expenditures. IT Stock & Inventory Management Maintain accurate records of IT equipment and office supplies. Track inventory levels to ensure essential items are always in stock. Collaborate with the IT team for procurement, storage, issuance, and disposal of IT hardware/software. Travel & Accommodation Coordination Manage hotel bookings, cab services, and other travel needs for employees, visitors, and guests. Negotiate with vendors to secure quality services at competitive rates. Maintain a database of preferred travel and accommodation vendors. Vendor Management & Negotiations Identify, onboard, and manage service providers (housekeeping, security, maintenance). Negotiate contracts, pricing, and service levels for cost optimization. Cultivate strong vendor relationships for reliable, high-quality support. Compliance & Documentation Ensure adherence to health, safety, and regulatory guidelines. Keep updated records of contracts, payments, and statutory requirements. Prepare and submit periodic reports on facility operations and expenditures. Office Administration Support Oversee day-to-day office operations (stationery, pantry supplies, courier services). Handle employee requests or queries related to administrative services. Ensure a smooth, efficient, and positive office environment. Key Skills and Competencies Strong organizational and multitasking abilities. Excellent negotiation, vendor management, reporting and problem-solving skills. Proficiency in MS Office (Word, Excel, PowerPoint) and facility management tools. Effective communication and interpersonal skills. Detail-oriented with the ability to work under tight deadlines. Qualifications Bachelors degree, preferably in Business Administration, Facility Management, or a related field. 3-5 years of experience in facility management or administrative roles (preferred). Familiarity with compliance regulations and safety standards is a plus. **The candidate must work well within a team and possess strong interpersonal skills. They should be self-motivated, highly organized, and capable of solving challenges independently.