Admin Executive

JD — Admin Executive

Position: Admin Executive

Company: Aspirare Communications Pvt Ltd

Industry: Telecommunications / ISP / Internet & Network Services

Department: HR

Reporting To: HR Manager

Location: Bangalore

Employment Type: Full time

1. Role Purpose

To drive operational excellence by ensuring efficient, seamless, and structured management of administrative functions across Aspirare. The role is responsible for overseeing day-to-day office administration, facilities and infrastructure management, vendor governance, procurement coordination, asset management, and administrative compliance.

The Admin Executive will serve as a key support function in enabling business continuity, optimizing administrative costs, strengthening internal processes, and ensuring effective utilization of organizational resources. The role is expected to foster a professional, well-organized, and employee-friendly workplace while delivering responsive administrative support aligned with Aspirare's organizational objectives, operational standards, and business priorities.

2. Key Responsibilities

A. General Administration & Office Management

• Oversee day-to-day administrative operations and ensure smooth office functioning.
• Establish and maintain effective administrative processes, systems, and controls.
• Ensure office infrastructure, housekeeping, security, and workplace facilities are maintained.
• Monitor office supplies, stationery, pantry requirements, and consumables.
• Ensure adherence to organizational administrative policies and procedures.

B. Vendor & Procurement Management

• Manage vendor relationships and coordinate with service providers for administrative requirements.
• Obtain quotations, conduct comparative analysis, and support cost negotiations.
• Coordinate procurement of office supplies, equipment, and services.
• Monitor vendor performance, service quality, and turnaround time.
• Verify vendor invoices and coordinate payment processing with the Finance team.

C. Facilities & Infrastructure Management

• Coordinate maintenance, repairs, and upkeep of office infrastructure.
• Ensure uninterrupted availability of utilities and essential office services.
• Manage housekeeping, security, maintenance, and other facility-related activities.
• Identify operational gaps and initiate corrective actions.

D. Asset & Inventory Management

• Maintain accurate records of company assets, equipment, and inventory.
• Monitor asset allocation, utilization, movement, and maintenance.
• Conduct periodic physical verification of assets and inventory.
• Ensure proper documentation of asset issuance and returns.

E. Travel, Logistics & Event Coordination

• Coordinate employee travel, accommodation, transportation, and logistics.
• Manage courier, dispatch, and other operational coordination requirements.
• Support internal meetings, corporate events, and employee engagement activities.
• Ensure timely execution of logistical arrangements.

F. Documentation & Compliance

• Maintain administrative records, contracts, agreements, invoices, and registers.
• Ensure proper documentation and tracking of administrative expenses.
• Support internal audits and compliance-related requirements.
• Prepare periodic MIS reports on administration, procurement, inventory, and expenses.
• Ensure confidentiality and accuracy of organizational records.

G. Employee & Cross-functional Support

• Provide timely administrative assistance to employees and business functions.
• Coordinate with HR, Finance, IT, and other departments for operational requirements.
• Address employee administrative concerns and ensure timely resolution.
• Contribute towards building a professional, safe, and employee-friendly workplace.

3. Key Performance Indicators (KPIs)

• Effective management of administrative operations and service delivery.
• Optimization and control of administrative and facility-related expenses.
• Vendor service quality, cost efficiency, and timely delivery.
• Accuracy and completeness of asset and inventory records.
• Timely closure of maintenance and facility-related requests.
• Compliance with administrative policies and documentation standards.
• Employee satisfaction with administrative services.
• Timely submission and accuracy of administrative MIS reports.

4. Educational Qualification & Experience

• Bachelor's degree in Business Administration, Commerce, or any relevant discipline.
• 2–4 years of experience in office administration, facilities management, or general administration.
• Experience in vendor management, procurement coordination, and asset management.
• Exposure to corporate office administration and administrative reporting.

5. Skills & Competencies

• Strong administrative and operational coordination skills.
• Vendor management and negotiation capabilities.
• Good knowledge of MS Office, particularly Excel and Word.
• Strong documentation, reporting, and record-management skills.
• Cost-conscious approach and resource optimization.
• Effective communication and interpersonal skills.
• Problem-solving, multitasking, and execution capabilities.
• High level of ownership, accountability, and attention to detail.
• Ability to work independently and collaborate across functions.

6. Key Stakeholder Relationships

Internal Stakeholders: HR, Finance, IT, Operations, Business Teams, and Senior Management.

External Stakeholders: Vendors, Facility Management Agencies, Service Providers, Transport Partners, and Suppliers.

7. Role Expectations

The Admin Executive is expected to demonstrate a high degree of ownership, responsiveness, operational discipline, and accountability. The individual should proactively identify administrative requirements, streamline processes, manage resources efficiently, and ensure consistent service delivery to support Aspirare's business operations and organizational objectives.