Job Description: Admin Executive Department: Administration / Facility Management Location: Gandhinagar, Gujarat Reporting To: AGM – Administration Job Purpose The Admin Executive will support smooth day-to-day office administration and facility operations by coordinating vendors, maintaining workplace standards, handling employee service requirements, monitoring administrative activities, and ensuring timely closure of operational issues. The role requires a highly organized and proactive individual with strong follow-up skills and a service-oriented approach. Key Responsibilities 1. Office & Facility Administration • • Manage day-to-day office and facility operations. • Ensure proper upkeep of workstations, meeting rooms, reception, pantry, washrooms, common areas, and other office facilities. • Conduct regular facility rounds and identify maintenance, housekeeping, hygiene, and safety concerns. • Coordinate preventive and breakdown maintenance for office infrastructure and equipment. • Track administrative service requests and ensure timely closure. 2. Vendor Management • • Coordinate with housekeeping, security, pantry, maintenance, pest-control, and other facility service providers. • Monitor vendor manpower attendance, deployment, service quality, and SLA adherence. • Follow up with vendors for timely resolution of service issues. • Verify service records and support invoice/billing documentation. • Escalate recurring service deficiencies to the Administration Manager. 3. Employee & Workplace Support • • Address employees' day-to-day administration and facility-related requirements. • Support seating arrangements, workstation allocation, new-joiner readiness, and internal office movements. • Coordinate meeting-room readiness and arrangements for internal meetings. • Provide administrative support for employee engagement activities and office events. 4. Visitor & Front-Office Coordination • • Ensure professional reception and visitor-management standards. • Coordinate visitor access, meeting-room arrangements, refreshments, and other requirements. • Support arrangements for VIP and senior-management visits. 5. Housekeeping, Pantry & Hygiene • • Monitor housekeeping schedules, cleaning standards, and consumable availability. • Ensure pantry operations meet expected hygiene and service standards. • Monitor washroom cleanliness, hygiene supplies, and odor-control requirements. • Maintain appropriate stock levels of housekeeping, pantry, and office consumables. 6. Safety & Compliance • • Support compliance with workplace safety and security requirements. • Report unsafe conditions, incidents, or facility risks promptly. • Maintain relevant administration, vendor, maintenance, and safety documentation. • Support emergency preparedness activities and periodic safety checks. 7. Procurement & Inventory • • Coordinate requirements for office supplies, consumables, furniture, and administrative services. • Obtain quotations and support vendor/commercial comparisons as required. • Maintain records of administrative assets, inventory, and consumable stock. • Monitor consumption to minimize unnecessary expenditure and wastage. 8. MIS & Reporting • • Maintain daily/weekly/monthly administrative trackers. • Track open service requests, pending maintenance activities, vendor issues, and target closure dates. • Prepare periodic MIS and status reports for management. • Maintain documentation including contracts, invoices, quotations, service reports, checklists, and supporting records.