Administration Assistant -Hebbal

Trashcon; Bengaluru; On-site; INR 300,000 - 540,000; Full time

Job summary

Trashcon in Bengaluru is seeking an Admin Executive to own day-to-day administration and workplace operations. You will coordinate across internal teams, vendors and service partners to ensure smooth, well-maintained office facilities and services.

The role includes managing PR in ERP, onboarding and supporting employees, travel and logistics, and handling banking or invoicing tasks. Strong organizational, communication and multitasking skills are essential for success.

Qualifications

• Proven ability to plan, coordinate and organize office operations.
• Excellent stakeholder management and follow-up with vendors.
• Strong communication and interpersonal skills.
• Ability to manage multiple priorities independently.
• Attention to detail and accurate record-keeping.
• Proficiency in MS Office; ERP knowledge is an advantage.

Responsibilities

• Oversee day-to-day office facilities and maintain a safe, clean workplace.
• Coordinate housekeeping, pantry and facility-related services.
• Manage PR activities in ERP and coordinate approvals.
• Liaise with vendors and ensure timely delivery of services.
• Assist employees with day-to-day administrative needs.
• Coordinate new-joiner requirements including kits and IDs.
• Arrange domestic travel, courier, logistics and tracking.
• Support banking and financial admin, including bills and invoices.
• Maintain documentation, ERP records and compliance.

Skills

Planning & coordination

Stakeholder management

Communication

Multitasking

Record-keeping

Tools

Excel

ERP software

Job description

Job Description Admin Executive

Role Overview

We are looking for a proactive and organized Admin Executive to take ownership of day-to-day administration and workplace operations. The role will involve coordinating across internal teams, vendors and service partners to ensure smooth, efficient and well-maintained office operations.

Key Responsibilities

1. Facility & Workplace Management

• Oversee day-to-day office facilities and ensure a clean, safe and well-maintained workplace.
• Coordinate housekeeping, pantry, maintenance and other facility-related requirements.
• Monitor routine facility activities, utilities and workplace services.
• Ensure timely resolution of facility and maintenance issues.

2. PR Management

• Manage PR creations whenever required on ERP.
• Coordinate with relevant stakeholders for approvals and timely PO creation.
• Liaise with vendors to ensure timely delivery of goods and services.
• Coordinate invoice submission and closure of the same .

3. Vendor & Service Partner Management

• Coordinate with housekeeping, maintenance, courier, logistics and other service providers.
• Maintain effective vendor relationships and ensure agreed service levels are met.
• Follow up on pending services, deliveries, invoices and issue resolution.
• Support evaluation and onboarding of vendors as required.

4. Employee & Workplace Support

• Support employees with day-to-day administrative requirements.
• Coordinate new-joiner requirements including welcome kits, ID cards, visiting cards and joining-day arrangements.
• Support employee events, meetings and other workplace requirements.
• Ensure a positive and seamless workplace experience.

5. Travel, Courier & Logistics Coordination

• Coordinate domestic travel bookings and related administrative requirements.
• Manage courier and logistics movements, including pickup, delivery and tracking.
• Coordinate Porter/logistics requirements and ensure timely movement of materials.
• Maintain appropriate records and supporting documentation.

6. Banking & Financial Administration Support

• Coordinate routine banking and administrative activities such as cheque deposits and related submissions.
• Support the Finance team with administrative documentation and follow-ups.
• Ensure timely submission and maintenance of bills, invoices and supporting records.
• Track pending administrative payments and related requirements.

7. Sample & Inventory Management

• Coordinate the availability, movement and replenishment of sample boards and related materials.
• Liaise with Plant and other teams for sample requirements and movement.
• Maintain records of samples received, dispatched, inspected and returned.
• Ensure proper segregation and handling of rejected or non-conforming samples.

8. Documentation, Records & Compliance

• Maintain accurate administrative records, registers, checklists and documentation.
• Ensure timely updates of relevant information in ERP and other internal systems.
• Maintain records related to facilities, vendors, procurement, inventory, logistics and other administrative activities.
• Ensure adherence to defined administrative processes and controls.

Key Skills & Competencies

• Strong planning, coordination and organizational skills.
• Excellent follow-up and stakeholder management abilities.
• Good communication and interpersonal skills.
• Ability to manage multiple priorities and work independently.
• Strong attention to detail and record-keeping skills.
• Proficiency in MS Office, particularly Excel; ERP knowledge is an advantage.