Executive Administration

Company: Jeena Sikho Lifecare Ltd.

Position: Executive Administration

Location: Zirakpur

Job Type: Full-Time

Working Days: 6 Days a Week

Budget:upto 25k

Key Result Areas (KRAs) – Executive Administration

1. Travel & Accommodation Coordination

• Coordinate domestic and international travel arrangements, including flights, trains, local transportation, and hotel bookings.
• Ensure timely sharing of travel itineraries, tickets, and other travel-related information with employees.
• Maintain accurate travel records and support last-minute travel requirements.

2. Transport Coordination

• Coordinate with company drivers and transport vendors to ensure smooth transportation arrangements.
• Manage vehicle scheduling, route planning, and transportation logistics as per business requirements.
• Monitor transport utilization and resolve operational issues promptly.

3. Expense Management

• Prepare, verify, and maintain travel and administrative expense statements.
• Ensure timely submission of reimbursement claims with complete supporting documentation.
• Maintain accurate records and support expense audits when required.

4. Email & Communication Management

• Manage and respond to administrative email communications in a timely and professional manner.
• Coordinate effectively with internal departments, vendors, and external stakeholders.
• Maintain organized records of correspondence and follow up on pending actions.

5. Festival & Event Administration

• Plan and coordinate administrative activities for company festivals, celebrations, employee engagement programs, and special events.
• Arrange vendors, decorations, gifts, event materials, and logistics within approved budgets.
• Ensure smooth execution of events and post-event documentation.

6. Purchase Order (PO) & Procurement Support

• Raise Purchase Orders (POs) in accordance with company policies and approval processes.
• Coordinate with vendors for quotations, order placement, deliveries, and payment follow-ups.
• Maintain procurement records, vendor documentation, and PO tracking reports.
• Ensure timely availability of administrative and office-related supplies.

7. Uniform Management

• Manage the company uniform store, including inventory, issuance, and record maintenance.
• Coordinate uniform distribution and dispatch for new joiners and existing employees.
• Process and maintain records of uniform-related deductions in accordance with company policies.
• Coordinate with vendors for timely procurement, alterations, and replenishment of uniforms.

8. Employee ID Card Management

• Prepare employee ID cards for new joiners, replacements, and renewals.
• Coordinate with ID card vendors to ensure timely printing and delivery.
• Maintain accurate records of ID card issuance, replacements, and returns.

9. Administrative Support

• Provide comprehensive administrative support to management and cross-functional departments.
• Assist in the execution of organizational initiatives, administrative projects, and process improvements.
• Maintain administrative records, documentation, and reports accurately.

10. Vendor Management

• Develop and maintain effective relationships with vendors and service providers.
• Monitor vendor performance, service quality, and compliance with agreed timelines.
• Coordinate issue resolution and support contract renewals where applicable.

11. Compliance & Documentation

• Ensure administrative documentation is maintained accurately and confidentially.
• Adhere to company policies, procurement guidelines, and statutory compliance requirements related to administrative activities.

12. Additional Responsibilities

• Perform any other duties, assignments, or responsibilities as delegated by the Reporting Manager or Management.
• Support business requirements and organizational priorities as and when assigned.