Senior Admin And Facility Executive

Job description

Role & responsibilities

Key Responsibilities

Looking for very proactive person.

1. Insurance Management

Manage and renew all company insurance policies (office, assets, vehicles, group medical, life, WC, etc.).

Coordinate with insurance brokers/companies for quotations, claims, endorsements, and documentation.

Maintain an updated insurance tracker with policy details, due dates, and coverage.

Ensure timely addition/deletion of employees in group insurance and share communication with HR and employees.

2. Facility & Office Maintenance

Ensure overall cleanliness, hygiene, and housekeeping standards across all office areas.

Supervise housekeeping staff, security, pantry, and other facility vendors.

Coordinate regular preventive maintenance of office infrastructure, electricals, HVAC, CCTV, fire safety systems, and other utilities.

Monitor and maintain office ambiance, seating arrangements, signage, and meeting room readiness.

3. Admin Operations & Asset Management

Maintain asset register for laptops, desktops, mobile devices, access cards, furniture, and other company assets.

Oversee asset issuance, movement, return, and disposal as per company policy.

Manage office supplies, stationery, pantry stock, and admin-related purchases, including vendor evaluation and negotiations.

Handle AMC contracts and service agreements related to admin and facility services.

Ensure compliance with office-related statutory norms (fire safety, building regulations, etc.) in coordination with relevant stakeholders.

4. Event & Engagement Support

Plan and execute in-office events such as festivals, birthdays, town halls, engagement activities, and trainings.

Coordinate logistics for external trainings, conferences, and company events.

Support HR in welfare and wellness initiatives from an admin/facilities perspective.

5. HR Support Onboarding & Joining Formalities

Coordinate with HR for new joiner readiness (workstation, IT assets, access cards, visiting cards, seating, welcome kit, etc.).

Ensure smooth joining day experience reception coordination, access, basic office briefing, facility tour.

Support HR with documentation logistics (forms, ID cards, photographs, biometric/attendance setup, etc.).

Facilitate arrangements for induction programs and onboarding sessions.

6. Travel & Logistics

Manage employee travel bookings (flights, trains, cabs, hotels) as per policy in cordination with Head office.

Coordinate local transport for office guests, candidates, and senior management.

7. Vendor & Cost Management

Identify, evaluate, and manage vendors for housekeeping, security, maintenance, office supplies, and events.

Negotiate rates, finalize contracts, and monitor vendor performance.

Track admin and facility budgets and ensure cost-effective operations.

Qualifications & Experience

• Graduate in any discipline; MBA/PG in Administration/Operations preferred.
• 5-8 years of experience in administration and facility management; exposure to HR onboarding support and insurance handling is an added advantage.
• Experience in managing vendors, facilities, and office infrastructure in a corporate environment.

Skills & Competencies

• Strong coordination and multitasking skills.
• Good knowledge of office administration, housekeeping and maintenance practices.
• Basic understanding of insurance processes and documentation.
• Proficiency in MS Office (Excel, Word, PowerPoint) and email communication.
• Excellent communication and interpersonal skills.
• High sense of ownership, integrity, and attention to detail.
• Customer-service orientation with a focus on employee experience