Administration Executive

Job Description

Key Responsibilities: Office Operations & Administration Ensure smooth office operations by coordinating and managing office supplies, equipment, and facilities. Oversee the cleanliness and maintenance of the office premises, ensuring a safe and organized work environment. Manage daily administrative tasks such as filing, data entry, document preparation, and managing office correspondence. Handle office inventory management , including ordering and maintaining office supplies and equipment. Manage office budgets for administrative expenses, ensuring cost-effective and efficient procurement. Vendor Management Liaise with external vendors and service providers (e.g., housekeeping, IT support, facility management, etc.) to ensure timely and quality service delivery. Negotiate contracts and monitor vendor performance to ensure services are delivered according to contractual agreements. Travel & Event Coordination Coordinate and arrange travel bookings (flights, hotels, transportation) for employees and management. Assist in organizing internal and external company events, meetings, and conferences, ensuring logistical and administrative support. Manage event registrations, conference room bookings, and meeting arrangements. HR Support Assist HR in handling employee attendance, leaves, and maintaining employee records. Support recruitment efforts by scheduling interviews, managing candidate communications, and conducting onboarding procedures. Maintain employee database and update HR-related documents as required. Documentation & Reporting Organize and maintain office files, records, and documents (physical and digital), ensuring compliance with company policies and standards. Assist in preparing reports, presentations, and documentation for management meetings. Monitor and track office-related expenses and prepare reports for management review. Health & Safety Compliance Ensure office health, safety, and environmental regulations are adhered to, coordinating with relevant authorities as needed. Organize fire drills and emergency procedures training for employees. Requirements: Educational Qualification: Bachelors degree in Business Administration, Management, or related fields. Experience: 5-7 years of experience in office administration or executive assistance. Strong organizational and time-management skills with an ability to multitask. Excellent communication skills (both verbal and written). Proficiency in MS Office (Excel, Word, PowerPoint) and familiarity with office management software. Ability to work independently and take initiative in handling administrative responsibilities. Attention to detail and problem-solving skills. Knowledge of office management systems and procedures. Preferred Attributes: Experience in managing office operations within a real estate, construction, or corporate setup . Ability to coordinate multiple tasks and handle high-pressure situations. Strong vendor negotiation and relationship-building skills. Proactive attitude and strong interpersonal skills for working with internal and external teams.