Admin Executive

Cosmic Uplift; Bangalore Rural; In loco; INR 350.000 - 480.000; Tempo pieno

Descrizione del lavoro

Cosmic Uplift is seeking an experienced Admin Executive to oversee complete administration and workplace operations of a large, multi-floor office. The role focuses on maintaining a safe, clean, efficient and employee-friendly workspace while coordinating vendors, facilities, housekeeping, security, and day-to-day admin tasks.

The ideal candidate will have strong experience managing large office facilities, multi-floor spaces, and service partners, with excellent coordination and problem-solving

Competenze

• 5+ years of experience in Administration / Facilities / Workplace Management.
• Experience managing large multi-floor corporate offices.
• Strong vendor management and negotiation skills.
• Knowledge of building safety and compliance.
• Proficient in MS Excel and MS Word.

Mansioni

• Office & Facility Management across all floors.
• Ensure electrical, plumbing, HVAC, lifts and lighting function properly.
• Coordinate preventive and corrective maintenance with vendors.
• Manage housekeeping, security, and visitor management.
• Maintain records of AMC contracts and maintenance logs.
• Plan events and employee engagement activities within budget.
• Coordinate travel logistics and office supplies.
• Ensure compliance with fire safety and statutory requirements.

Conoscenze

Office management

Vendor management

Facilities operations

Security & safety coordination

Budget tracking

Strumenti

MS Excel

MS Word

Descrizione del lavoro

Role Overview

We are looking for an experienced and hands-on

Role Overview

We are looking for an experienced and hands-on Admin Executive to manage the complete administration and workplace operations of our large, multi-floor office. The role will be responsible for ensuring a safe, clean, well-maintained, efficient and employee-friendly workplace, while managing vendors, facilities, housekeeping, security, office supplies, events and day-to-day administrative operations.

The ideal candidate should have strong experience in managing large office facilities, multiple floors, vendors and service partners, with excellent coordination and problem-solving skills.

Key Responsibilities

• Office & Facility Management
• Manage day-to-day administration and facilities operations across all office floors.
• Ensure smooth functioning of electrical, plumbing, HVAC/AC, lifts, lighting, water supply, furniture and other facilities.
• Conduct regular floor and facility inspections and proactively identify maintenance requirements.
• Coordinate preventive and corrective maintenance with internal teams and external vendors.
• Maintain facility-related records, AMC contracts, service schedules and maintenance logs.
• Ensure compliance with building, fire safety, health & safety and statutory requirements.
• Housekeeping & Workplace Hygiene
• Manage housekeeping operations across all floors, common areas, pantry, washrooms and meeting spaces.
• Monitor housekeeping staff attendance, grooming, productivity and service quality.
• Define cleaning schedules, checklists and hygiene standards.
• Ensure adequate availability of cleaning materials, consumables and hygiene products.
• Conduct regular audits and take corrective action for gaps.
• Security & Safety
• Manage security personnel, access control and visitor management.
• Coordinate with building management/security agencies for employee and office safety.
• Ensure implementation of fire safety, emergency preparedness and evacuation procedures.
• Coordinate fire drills, emergency response exercises and safety inspections.
• Maintain incident and accident records and ensure timely escalation.
• Vendor & Contract Management
• Manage vendors for housekeeping, security, pest control, maintenance, pantry, transport, office supplies and other facility services.
• Negotiate commercial terms and ensure adherence to agreed SLAs.
• Track AMC renewals, contracts, invoices and vendor performance.
• Evaluate vendors and identify opportunities for service improvement and cost optimization.
• Maintain an updated vendor database and documentation.
• Office Supplies & Consumables
• Manage procurement and inventory of office stationery, housekeeping materials, pantry supplies, toiletries, drinking water and other consumables.
• Maintain minimum/maximum stock levels and ensure timely replenishment.
• Monitor consumption and identify wastage or unusual usage.
• Maintain proper records of purchases, stock and expenses.
• Events & Employee Engagement Support
• Plan and coordinate internal events, celebrations, town halls, offsites, employee engagement activities and leadership meetings.
• Manage venue, food, décor, logistics, transportation and vendor coordination.
• Support HR in organizing employee engagement initiatives and office celebrations.
• Ensure smooth execution of events within approved budgets.
• Travel & Logistics Support
• Coordinate employee/business travel, accommodation, transportation and local logistics whenever required.
• Manage cab/transport vendors and ensure service quality.
• Support logistics for leadership visits, client meetings and company events.
• Budget & Cost Management
• Prepare and track the administration and facility management budget.
• Monitor monthly expenses against approved budgets.
• Identify cost-saving opportunities without compromising workplace quality.
• Validate vendor bills and ensure timely submission for payment processing.
• Office Administration
• Manage meeting rooms, workstations, common areas and office infrastructure.
• Coordinate seating/workstation requirements for new joiners and internal movements.
• Support office expansion, relocation, renovation and new facility setup projects.
• Coordinate with landlords/building management for operational requirements.
• Maintain administrative documentation, records and reports.
• Compliance & Documentation
• Ensure required licenses, certificates, AMC documents and statutory records are current.
• Maintain records related to fire safety, pest control, lifts, electrical systems, insurance and other applicable facility requirements.
• Support internal audits and compliance inspections.
• Ensure adherence to company policies and applicable local regulations.

Key Skills & Competencies

• 5+ years of experience in Administration / Facilities / Workplace Management.
• Experience managing large and multi-floor corporate offices is mandatory.
• Strong experience in managing housekeeping, security, vendors and facility operations.
• Excellent vendor management and negotiation skills.
• Strong knowledge of office infrastructure and facility maintenance.
• Good understanding of workplace safety and facility compliance.
• Strong planning, coordination and problem-solving abilities.
• Excellent communication and stakeholder management skills.
• Ability to manage multiple priorities and handle emergencies independently.
• Strong ownership and hands-on approach.
• Good knowledge of MS Excel, Word and basic reporting.

Preferred Experience

Candidates from organizations managing large corporate offices, multi-floor facilities, campuses, retail/head offices, shared workspaces or high-volume workplaces will be preferred.

Skills: admin,workplace,management,office,maintenance,events,vendors,security