Executive - Administration

Overview: The Executive Administration is responsible for overseeing and managing all administrative operations on the site. This role requires a strong understanding of soft services viz. Housekeeping, space management, visitor management, facility management, pest control services, event management, cafeteria, pantry, courier services and all responsibilities of Site Administration. The ideal candidate will be an organized, efficient and ready to go extra mile for creating a great workplace conditions.

Key Responsibilities:

• Manage Site Administration viz. housekeeping, cafeteria, pest control, security, repairs & maintenance, workstation allocation, meeting room allocation, parking allocation , visitor management, event management, vendor management, AMCs.
• Oversee upkeep of all facilities, including office spaces, warehouses, and other relevant properties.
• Oversee administrative functions, including office management, records management, and general office procedures.
• Manage office supplies, stationery and equipment inventory.
• Manage vendor relationships for facility services such as cleaning, security, pest control, vending machines, landscaping etc.
• Ensure compliance with all relevant health, safety, and environmental regulations.
• Oversee logistics including managing couriers and shipping carriers.
• Manage inventory control and storage.
• Upkeep and support site statutory compliance.
• Manage facility budgets and track expenses.
• Handle incoming and outgoing correspondence, couriers including emails, letters.
• Organize and maintain important documents, records, and files.
• Identify and assess potential risks to the organization's facilities and operations.
• Develop and implement risk mitigation strategies.
• Manage insurance policies and claims.
• Coordinate and execute company events, meetings, and conferences, including venue selection, logistics, and catering.
• Implement and maintain efficient administrative systems and processes.

Qualifications and Skills:

• Must - Graduate / Desirable - Degree in business administration, facility management, or a related field.
• 4 -7+ years of experience in facility management and administrative roles.
• Strong leadership and management skills.
• Strong organizational and time management skills.
• Strong problem-solving and decision-making abilities.
• Proficient in Microsoft Office
• Strong communication and interpersonal skills.
  
  

Behavioural Skills:

• Ability to collaborate well in a cross-functional environment
• Strong influencing and communication skills with demonstrated ability and creativity in solving complex issues
• Highly motivated team player, proactive with ability to oversee multiple tasks and attention to detail
• Excellent interpersonal and verbal/written communication skills.