Administration Assistant -Retired Defense background personnel-Hebbal

Trashcon; Bengaluru; On-site; INR 350,000 - 520,000; 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 a smooth, well-maintained office environment.

The role requires strong planning, organizational skills, and the ability to manage multiple priorities independently while maintaining accurate records and proactive communication with stakeholders.

Qualifications

• Strong planning, coordination and organizational abilities.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities and work independently.
• Proficiency in MS Office; ERP knowledge is an advantage.

Responsibilities

• Oversee daily office facilities and ensure a clean, safe and well-maintained workplace.
• Coordinate housekeeping, pantry, maintenance and facility-related requirements.
• Monitor routine facility activities, utilities and services; ensure timely maintenance resolutions.
• Manage PR creation in ERP and coordinate with stakeholders for approvals and PO creation.
• Liaise with vendors to ensure timely delivery of goods and services; manage invoices and closures.
• Coordinate with housekeeping, maintenance, courier, logistics and other service providers; maintain vendor relationships and SLAs.
• Support day-to-day administrative needs of employees; handle welcome kits, IDs and joining-day arrangements.
• Coordinate domestic travel bookings and related administrative tasks; manage courier and logistics movements.
• Assist Banking & Financial administration: cheque deposits, bill submissions and financial records; track admin payments.
• Coordinate sample boards and inventory movement; maintain records of samples received, dispatched and returned.
• Maintain accurate administrative records, ERP updates and documentation across facilities, vendors, procurement and inventory.

Skills

Planning

Coordination

Organizational skills

Communication

Interpersonal skills

Multitasking

Attention to detail

Record-keeping

Tools

MS Office (Excel)

ERP knowledge

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.