Office Admin

Role Overview: The Admin Executive will be responsible for the seamless operation of the physical workspace as well as the complete lifecycle management of company IT assets. This hybrid role involves overseeing building infrastructure, managing vendor relationships, and ensuring that all employees have the necessary hardware and software tools to perform their jobs efficiently and securely.Key Responsibilities1. Facility & Infrastructure MaintenanceOversee daily facility operations, including HVAC, electrical systems, plumbing, and civil works.Coordinate preventive maintenance schedules for all office equipment and building machinery.Manage the upkeep of common areas, workstations, and meeting rooms to ensure they meet company standards.2. IT Asset & License ManagementInventory Tracking: Source, purchase, and maintain a real-time, accurate inventory of all IT hardware (laptops, desktops, monitors, mobile devices, and peripherals).Onboarding & Offboarding: Provision and configure IT equipment for new hires. Manage the smooth recovery, wiping, and reassignment of assets during employee exits.Software Management: Track software subscriptions and cloud service licenses (e.g., Google Workspace, Microsoft 365) to ensure compliance and avoid unused licenses.Asset Audits: Conduct regular physical and digital audits of IT equipment to prevent loss, theft, or misplacement.3. Vendor & Procurement ManagementLiaise with external vendors, AMC (Annual Maintenance Contract) providers, facility management agencies, and IT hardware suppliers.Evaluate vendor performance, negotiate contracts, and ensure timely processing of invoices.Coordinate with IT support teams or external vendors for hardware repairs, warranty claims, and safe disposal of e-waste.4. Safety, Security & ComplianceEnsure compliance with local building regulations, fire safety norms, and health and safety standards.Manage onsite security personnel and surveillance (CCTV) systems.Act as the primary point of contact for emergency repairs or building-related crises.5. Budgeting & ReportingAssist in preparing the annual admin and IT procurement budget, monitoring monthly expenditures closely.Track utility consumption (electricity, water) and implement energy-saving initiatives.Prepare weekly/monthly reports on maintenance activities, facility status, and IT asset allocation.Candidate ProfileExperience: 2–5 years of experience in Office Administration, Facility Management, or IT Asset Management.Education: Bachelor’s degree in Business Administration, Facility Management, IT, or a related field.Technical Skills: Basic understanding of building systems (UPS, DG sets, Fire Safety). Strong proficiency in MS Office (specifically Excel for inventory tracking). Basic troubleshooting knowledge of IT hardware is a strong plus.Soft Skills: Strong negotiation skills, high attention to detail, proactive problem-solving ability, and excellent communication.Success MetricsUptime: Minimizing downtime of essential building services and employee hardware.Asset Accuracy: Maintaining a 100% accurate and up-to-date IT asset and software license register.Cost Efficiency: Staying within the allocated maintenance and procurement budgets while maintaining high-quality standards.