Admin Executive

Annova Solutions Pvt Ltd; Chennai; On-site; INR 180,000 - 320,000; Full time

Job summary

Annova Solutions Pvt Ltd is seeking an administrative professional to manage office operations, reception duties, vendor coordination and daily admin tasks at our Chennai location. The role involves handling records, invoices, security, pantry, seating and onboarding logistics.

The ideal candidate will maintain meticulous records, coordinate with vendors, support HR and ensure smooth facility management in a busy office environment. Experience in admin, logistics or facilities is a plus.

Responsibilities

• Maintain records of delivery challans, service reports and activity logs.
• Track domestic inward and outward couriers.
• Assist reception with employee requests and vendor handling.
• Monitor consumable material purchases and consumption.
• Initial check of monthly bills/invoices against POs; process payments.
• Oversee daily security and housekeeping coordination.
• Track vendor, visitor, guest and interview candidates.
• Manage seating arrangements for guests and new joiners.
• Maintain pantry supplies and pantry maintenance.
• Issue photo IDs/access cards and manage keys records.
• Attendance and verification of all vendors; ensure accuracy.
• Prepare admin reports and coordinate workplace requests.
• Coordinate quotations with vendors and keep records.
• Maintain daily Excel records for workplace requests.
• Post-shift daily task reporting and documentation.
• Keep registers maintained at reception and assist with onboarding seating.
• Arrange accommodation requests when needed.
• Coordinate electrical/vendor issues (AC, UPS).
• Assist HR with interview paperwork and feedback forms.
• Ensure compliance documentation for vendor follow-ups.
• Oversee space management and audits within admin scope.

Job description

Roles and Responsibilities:

• To keep record of various delivery challans/ Service Reports/ Activity Logs
• Keeping track of domestic Inward and Outward couriers
• Attending employee requests at reception & Vendor handling at reception
• To keep track of Purchases and Consumption of all consumable material
• To do first check of all monthly bills/ invoices against Purchase Orders and process for payment
• Look after daily security activity in co-ordination with Security + end to end housekeeping mgmt.
• Track of vendor, visitor, guest, interview candidates
• Keeping track regarding seating arrangement of guest & new joiner.
• T o keep track of pantry consumables and maintenance of Pantry
• Maintaining the record for issuing Photo ID / Access Cards
• Key Management & data maintaining of keys wherever needed
• Attendance of all Vendors verification & correction
• admin reports closure as per frequency
• Keep the track for quotation regarding coordination with vendor
• To keep excel sheet maintain for Workplace request sheet everyday
• Post shift completion report on daily task
• Keep track for all registers maintained at reception
• New Joining seating arrangement & Guest seating arrangement General coordination)
• Keeping track for accommodation requests if any
• Electrical vendor coordination regarding AC & UPS
• Interview Candidate feedback form filling get done at reception (Supporting HR)
• Interview Candidate question paper coordination (Supporting HR)
• Compliance documentation regarding follow up with Vendor
• Workplace request coordination
• Pantry crockery set record maintaining with the help of pantry boy
• Coordination with Vendor AC, Plumbing, electrician, Regarding general issue too
• General coordination with food & snack vendor
• Keeping track for Compliance regarding documentation
• To issue various stationery materials to employees as per requirement
• To make sure daily availability of drinking water & milk in the office
• To do daily supervision of CCTV and Access Control System
• Guest Arrangement - Seating & lunch whenever needed
• Pest Control tracking and check
• Arrangement of decoration items for employee engagement activity
• Stationary Management
• Timely processing of any bills or invoices for admin
• Vendor Management for all services falling under Admin domain
• Space Management for the location and site
• Responsible for various audits falling under admin domain

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.