Admin Executive

Job Description – Admin Executive

Company: Collab Globus LLP

Designation: Admin Executive

Location: Ahmedabad (Prahlad Nagar)

Work Timings: 10:30 AM to 7:30 PM

Weekly Off: 2nd & 4th Saturday (Subject to change based on work requirements)

Position Overview: We are seeking a highly organised, proactive, and responsible Admin Executive to manage the day-to-day administrative operations of Collab Globus LLP. This role demands strong coordination skills, system handling experience, and the ability to support internal departments including HR, IT, Accounting, and Operations.

The ideal candidate must be tech-savvy, efficient, detail-oriented, and capable of handling multiple responsibilities with professionalism. The role requires close coordination with management, employees, vendors, and external service providers to ensure smooth functioning of office operations.

Key Responsibilities

• 1. Vendor ManagementSourcing and onboarding vendors for office supplies, services, maintenance, utilities, and operational requirements.
• Maintaining vendor agreements, service contracts, and AMC schedules.
• Coordinating with vendors for repairs, maintenance, deliveries, and emergency requirements.
• Monitoring vendor performance and ensuring timely service delivery.
• Managing vendor payment follow-ups and maintaining vendor contact records.

2. New Employee Onboarding

• Handling complete new employee onboarding setup, including:
• Biometric registration
• KEKA HRMS onboarding
• Wave App setup
• Jamku access creation
• Zoho Vault access creation and password sharing
• System allocation (Laptop/Desktop)
• Official email account setup
• Ensuring that new joiners receive all necessary system access, tools, and orientation support before their first working day.
• Maintaining onboarding checklists and joining documentation.

3. Password & Zoho Vault Management

• Maintaining and updating password records in Zoho Vault.
• Ensuring controlled and secure password access sharing to authorised employees.
• Conducting periodic audits of master passwords, software credentials, and system logins.
• Ensuring compliance with data security and confidentiality protocols.

4. IT Issue Coordination

• Coordinating with internal IT teams or external IT vendors for system-related issues.
• Managing basic troubleshooting of hardware and software problems.
• Coordinating system installations, software updates, and configuration setups.
• Maintaining inventory of IT assets such as laptops, desktops, chargers, headphones, and accessories.
• Raising IT tickets and ensuring timely resolution of system and network issues.

5. Billing & Invoice Management

• Preparing and maintaining client billing records and invoice documentation.
• Coordinating with internal departments to collect billing details and service information.
• Generating invoices as per company billing cycles and client agreements.
• Tracking outstanding invoices and coordinating with accounts for payment follow-ups.
• Maintaining a systematic record of invoices, billing schedules, and client billing data.
• Supporting management with billing reports, invoice tracking sheets, and payment status updates.
• Ensuring proper documentation and filing of billing records for audit and reference purposes.

6. Office Floor Operations Management

• Ensuring overall office discipline, maintenance, and cleanliness of the office floor.
• Supervising housekeeping and pantry staff operations.
• Coordinating meeting room bookings and readiness for client meetings or internal discussions.
• Managing office logistics for events, internal celebrations, and team gatherings.
• Ensuring availability of required office supplies and smooth floor operations.

7. Policy & Compliance Support

• Assisting in drafting, updating, and implementing company policies.
• Supporting HR in communicating policies to employees and ensuring adherence.
• Tracking employee compliance with attendance, leave, and office conduct policies.
• Supporting internal administrative compliance processes.

8. Employee Query Handling

• Acting as the first point of contact for employees regarding administrative concerns.
• Handling employee queries related to:
• Office facilities
• IT issues
• HR coordination
• Housekeeping or operational matters
• Coordinating with the respective departments for quick resolution of issues.
• Maintaining records of frequently raised concerns to improve administrative processes.

9. Data & Record ManagementMaintaining organised records for:

• Employee data and documentation
• Client information and records
• Vendor contracts and contact sheets
• Password logs and system credentials
• Billing records and onboarding data
• Ensuring secure storage, periodic backups, and proper organisation of both digital and physical records.
• Additional Responsibilities (Admin + HR Support)Managing attendance records and resolving biometric or punch mismatch issues.
• Assisting HR in recruitment activities, walk-in interviews, and interview coordination.
• Preparing employee ID cards, employee files, and exit documentation.
• Managing office inventory including:
• Stationery
• Pantry items
• IT accessories
• Housekeeping supplies
• Monitoring office CCTV systems and coordinating maintenance when required.
• Arranging travel bookings, hotel accommodations, and logistics for management or team members.
• Handling petty cash (if assigned) and maintaining transparent expense records.
• Supporting senior management with urgent administrative tasks or operational requirements.
• Required Skills & Qualifications1–3 years of experience in Administration, HR Support, or Office Management.
• Strong communication and coordination skills with a professional approach.
• Proficiency in MS Office, Excel, and basic computer operations.
• Basic technical awareness for system handling and troubleshooting.
• Ability to handle sensitive information with confidentiality.
• Strong organisational, multitasking, and time management abilities.
• Ability to work in a fast-paced environment and manage multiple responsibilities efficiently.
• Why Join Collab Globus LLP?Professional work environment focused on growth, learning, and collaboration.
• Exposure to multiple departments including HR, IT, Accounting, and Operations.
• Opportunity to work closely with management and contribute to internal processes.

A dynamic and fast-paced workplace with excellent learning opportunities.

Email us on careers@collabglobus.com

or call on 9408162665