Admin

Admin Executive – Job DescriptionPurpose of the RoleTo manage end-to-end administrative, facility, liaison, and vendor-related functions, ensuring smooth office operations, regulatory compliance, cost control, and effective support to HR, Finance, and Management.

• Key Responsibilities1. Documentation & Record KeepingMaintain accurate and systematic records of documents and files related to Finance and HR.
• Develop, update, and control master copies of organizational policies and SOPs as per management requirements.
• Maintain MIS records, admin bills, and petty cash (up to ₹1,000) with proper supporting documentation.
• Handle rent agreement renewals and maintain all related legal documents.
• Maintain records of all official communications and approvals.
• 2. Office Administration & Employee SupportManage overall office administration and official correspondence while ensuring cost control within approved budgets.
• Issue and manage stationery, ID cards, uniforms, visiting cards, SIM cards, and other employee facilities.
• Arrange and coordinate training programs, meetings, and training room bookings with prior approval from AGM.
• Maintain attendance records of non-payroll staff and track active and separated employees.
• Execute administrative tasks assigned by AGM / WM / BM / Assistant Manager – HR as required.
• 3. Facilities, Infrastructure & Safety ManagementOversee housekeeping, security, facility management, event management, and asset management across Pune locations.
• Ensure effective AMC management for office equipment and infrastructure.
• Conduct regular facility inspections and safety audits.
• Identify maintenance and repair requirements and ensure timely resolution.
• Ensure compliance with fire safety, statutory, and workplace safety norms.
• Document audit observations, corrective actions, and closure reports.
• Conduct periodic location visits:
• Weekly: Hadapsar Service, Bhosari Service, Fatima Nagar Showroom, Chinchwad Showroom
• Monthly: Baramati Location
• 4. Security, Transport & Asset ManagementManage security services and transport of materials (stationery, uniforms, ID cards, etc.).
• Maintain and update asset registers, monitor asset usage, and ensure proper maintenance.
• 5. Vendor & Contract ManagementIdentify, evaluate, and finalize vendors through quotation analysis and comparison.
• Manage vendor onboarding, agreements, and contract documentation.
• Negotiate pricing and service terms where applicable.
• Monitor vendor performance and ensure adherence to service quality standards.
• Ensure timely renewal of vendor contracts to avoid operational disruptions.
• Conduct periodic vendor performance evaluations and maintain records.
• 6. Liaison & Government CoordinationCoordinate with local authorities and statutory bodies for compliance-related matters.
• Schedule and attend meetings with government and regulatory departments.
• Submit applications, reports, and compliance documentation as required.
• Obtain necessary approvals, licenses, and renewals on time.
• Resolve administrative and compliance-related issues efficiently.
• 7. Insurance ManagementMaintain and update Group Accident Insurance policies.
• Manage and ensure timely renewal of company vehicle insurance.
• 8. Event Coordination & Stationery ManagementPlan and coordinate internal events, meetings, trainings, and official functions.
• Handle logistics, vendor coordination, and administrative arrangements.
• Manage stationery procurement, stock control, and distribution.
• Ensure timely availability of office supplies as per departmental requirements.
• 9. Audit & Compliance Support (DQA / DISHA)Support preparation and execution of DQA and DISHA audits for Sales & Service.
• Maintain audit documentation, checklists, and compliance records.
• Coordinate with departments to close audit observations within timelines.
• Ensure adherence to brand standards, processes, and compliance requirements.
• Additional ResponsibilitiesPrepare MIS reports with accuracy and timely submission to management.
• Coordinate meetings, schedule appointments, and record minutes with clients, vendors, and stakeholders.
• Manage showroom and service premises renovation activities, including supervision of daily wage labour.
• Supervise and assign tasks to office support staff (Office Boys) for smooth daily operations.