Admin Executive

Role Overview

The company is seeking an Admin Executive to oversee office administration, workplace facilities, vendor coordination, compliance records, and day-to-day support operations in Gurugram. The role is focused on keeping the workplace running efficiently, safely, and within policy while supporting staff, visitors, and internal teams.

Administration & Facility Operations

• Handle routine administrative activities and ensure the workplace functions without disruption.
• Manage office infrastructure, utilities, seating/workspace allocation, and facility-related services.
• Plan and coordinate preventive as well as corrective upkeep for HVAC, electrical, plumbing, generators, fire-safety equipment, and other facility assets.
• Make sure office areas, meeting rooms, and shared spaces are used effectively.
• Track utility usage and work on practical cost-reduction measures.

Vendor, Contract & Procurement Management

• Maintain working relationships with facility vendors, contractors, and service partners.
• Review vendor performance and ensure service delivery matches agreed SLAs.
• Support AMC renewals and maintain service schedules for facility equipment and services.
• Collect quotations, process purchase requests, and ensure buying activities follow company rules.

Housekeeping, Security & Safety

• Supervise housekeeping, pantry, security, and maintenance teams to keep the workplace clean, safe, and professional.
• Ensure compliance with safety standards, emergency readiness procedures, and fire-safety norms.
• Carry out regular safety checks, audits, and emergency drills.
• Oversee CCTV, access-control, visitor management, and day-to-day security operations.

Compliance & Documentation

• Maintain statutory records connected to facility operations, such as licenses, permits, insurance, and safety certifications.
• Track renewals for approvals, AMCs, and other compliance documents.
• Organize both digital and physical files for contracts, licenses, vendor papers, inspection reports, and other facility documents.
• Assist internal and external audits by sharing required records and compliance evidence.

Asset, Inventory & Guest Handling

• Keep accurate records of company assets, including tagging, allocation, movement, and disposal.
• Monitor stock levels of stationery, pantry items, office supplies, and other consumables.
• Coordinate replenishment and procurement to avoid operational interruptions.
• Manage visitor registrations, entry permissions, meeting-room readiness, and guest coordination.
• Arrange travel, accommodation, and local transportation when required.

Projects, Team Management & Reporting

• Support office renovation, relocation, fit-out, and interior modification activities.
• Supervise contractors to ensure work quality, safety, budget control, and timely completion.
• Lead administration support staff such as housekeeping, security, pantry, and technical personnel.
• Assign responsibilities, monitor attendance, and improve team efficiency through guidance and training.
• Prepare regular reports covering administration, facility performance, incidents, maintenance logs, visitor records, and compliance trackers.
• Monitor budgets and vendor costs while identifying opportunities to save money without affecting service quality.

Technology & Workplace Systems

• Coordinate with IT and service providers to keep biometric attendance, access control, CCTV, intercom, and similar systems working properly.
• Track system uptime and follow up for timely issue resolution.

Candidate Profile

This opportunity is suited to candidates with experience in administration, workplace services, facility operations, or corporate support functions. The role calls for someone who can manage vendors, compliance, safety, assets, and people while maintaining a well-run office environment.

Requirements

• Graduate or postgraduate in Business Administration, Facility Management, Operations, or a related discipline.
• 3 to 8 years of experience in administration, facilities management, workplace operations, or corporate services.
• Hands-on experience in office facilities, vendor coordination, statutory compliance, and administrative processes.
• Comfortable using MS Office, ERP/HRMS platforms, and document management systems.

Additional Information

The role is based onsite in Gurugram, Haryana, India. No stipend or salary figure was specified in the source. There were no additional perks, number of openings, start date, or application deadline provided.