Senior Admin Executive

Role / Designation - Senior Admin Executive

Location - HSR Bangalore

Working Days - 6 days

Interview Mode - Face to Face only (No Virtual Interview)

Role Summary:

The Senior Admin Executive is a critical backbone of day-to-day office operations and facility support. This role demands a proactive, detail-oriented professional who can independently manage a wide range of administrative functions — from vendor coordination and asset management to travel logistics and executive support — while maintaining the highest standards of professionalism and confidentiality.

The ideal candidate will be a strong communicator, resourceful problem-solver, and someone who thrives in a dynamic, client-centric environment.

Office & Facility Administration

● Oversee daily office operations including housekeeping, security, pantry, reception, and general upkeep of the facility to ensure a clean, safe, and functional workplace.

● Manage seating arrangements, workstation allotment, and space utilisation for new joiners, team movements, and project requirements.

● Maintain and update the fixed asset register; coordinate periodic asset audits, tagging, and reconciliation.

● Manage office supplies, stationery, and consumables through timely procurement, stock monitoring, and vendor coordination.

● Ensure all facility equipment — HVAC, DG sets, UPS, elevators, plumbing, and electrical systems — is maintained and serviced as per schedule.

● Coordinate planned preventive maintenance (PPM) and respond promptly to reactive maintenance requests.

● Monitor energy consumption, track utility bills (electricity, water, diesel), and support sustainability and cost-saving initiatives.

Vendor & Contract Management

● Identify, evaluate, onboard, and manage vendors for housekeeping, security, AMC, courier, cafeteria, pest control, and other facility services.

● Process purchase orders (POs), validate invoices, and liaise with Finance for timely vendor payments.

● Maintain and renew Annual Maintenance Contracts (AMCs), lease agreements, and service-level agreements (SLAs) on schedule.

● Track vendor performance against agreed SLAs; escalate and resolve service deficiencies proactively.

● Obtain competitive quotations (minimum 3 quotes) for all procurement above the approved threshold; prepare comparative statements for management approval.

Travel & Transport Management

● Coordinate domestic and international travel arrangements for employees and leadership — including flight bookings, hotel accommodation, visa processing, and local transportation.

● Manage cab/taxi empanelment, fleet tracking, and employee transportation billing and reconciliation.

● Liaise with travel agencies and aggregators to negotiate preferred rates and maintain preferred-vendor lists.

● Issue travel advances, collect and verify expense claims, and submit reimbursement documentation to Finance within stipulated timelines.

Executive & Management Support

● Provide high-level administrative support to senior management including calendar management, scheduling meetings, preparing agendas, and circulating minutes of meetings (MoM).

● Coordinate board meetings, townhalls, client visits, and internal events — including logistics, AV setup, catering, and venue management.

● Prepare presentations, reports, dashboards, and data summaries as required by management.

● Handle confidential correspondence, contracts, and executive communications with absolute discretion.

Compliance, Safety & Legal

● Ensure statutory compliance for the office premises — including trade licence, fire NOC, lift compliance, factory/shops & establishments registration, and environmental clearances.

● Coordinate with legal and compliance teams for timely renewal of all applicable licences and permits.

● Conduct periodic safety drills (fire evacuation, first-aid), maintain first-aid kits, and ensure all safety signage is in place.

● Maintain and update the Health, Safety & Environment (HSE) logbook and incident register.

● Ensure POSH compliance for the office — coordinate with the Internal Complaints Committee (ICC) as the Admin point of contact.

Records, Documentation & Reporting

● Maintain accurate and up-to-date records of all administrative activities including vendor files, contracts, asset registers, visitor logs, and compliance documents.

● Prepare and submit monthly Admin MIS reports covering expenses, vendor performance, facility utilisation, and open issues.

● Manage digital and physical filing systems; ensure records are retrievable and archived as per policy.

● Track and report budgeted vs. actual admin expenses; flag overruns and suggest corrective actions.