Senior Executive - Administration

Job Summary:

We are seeking an experienced and highly organized Senior Executive Administration to oversee

key administrative functions related to facilities management, procurement, invoice handling, and

general office operations. The ideal candidate will have strong leadership skills, expertise in

procurement processes, facilities management, and administrative systems, and a proven track

record of managing complex administrative tasks effectively.

Responsibilities:

Facilities Management:

• Oversee the maintenance and day-to-day operations of office facilities, ensuring a safe, efficient, and clean working environment.
• Coordinate repairs and upgrades to office equipment, furniture, and office space.
• Manage relationships with external vendors and service providers for facility-related needs (e.g., cleaning, security, maintenance).
• Ensure compliance with health and safety regulations and maintain relevant documentation.

Procurement Management:

• Lead the procurement process for office supplies, equipment, and services, ensuring cost- effective purchasing and timely deliveries.
• Conduct market research and negotiate with suppliers to secure the best prices and terms.
• Maintain and update supplier databases and manage procurement records.
• Ensure adherence to company policies regarding procurement and spending.

Invoice and Payment Management:

• Handle the processing of incoming invoices, ensuring they are accurate, timely, and aligned with company budgets.
• Coordinate with finance for timely approval and payment of invoices.
• Maintain accurate records of all invoices and payments made, ensuring proper filing for easy access and reference.
• Monitor accounts payable, resolving any discrepancies or issues in collaboration with the finance team.

General Administrative Support:

• Oversee general office administration, including managing office supplies and inventory.
• Assist in scheduling meetings, managing calendars, and organizing office events.
• Handle travel arrangements for staff and executives, including bookings and itineraries.
• Prepare and maintain reports, presentations, and other essential documents.
• Ensure smooth office operations, acting as a liaison between departments and management.

Team & Vendor Liaison:

• Act as the primary point of contact for vendors, service providers, and suppliers.
• Manage relationships with internal teams to ensure smooth communication and resolve any operational issues.
• Provide leadership and mentorship to junior administrative staff, if applicable.

Budget & Financial Support:

• Assist in preparing and tracking departmental budgets, ensuring cost efficiency.
• Provide support in monitoring and controlling operational expenses, ensuring they stay within budget limits.

Qualifications:

• Any Bachelors degree.
• Minimum of 5-6 years of experience in senior administrative roles, with a focus on procurement, facilities, and general office administration.
• Proven ability to manage facilities, procurement processes, and invoice handling effectively

Technical Skills:

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Communication tools (e.g., Zoom, Microsoft Teams)

Working Conditions:

• Rotational shifts (as per business requirements).
• Coimbatore based candidates only.
• It may require occasional extension of work or weekend work to accommodate the client visit.