Administration Executive

Artha Energy Resoures; Ahmedabad District; On-site; INR 180,000 - 240,000; Full time

Job summary

Artha Energy Resources LLP is seeking an organized Admin Executive in Ahmedabad to manage day-to-day administrative tasks, PPE kit management, office stock, petty cash, bill payments, insurance coordination, and events.

You will coordinate with vendors, support HR activities, and ensure smooth office operations while maintaining records and ensuring compliance.

Qualifications

• 2–4 years of experience in administration, office management, facility management, or a similar role, preferably in EPC/renewable energy.

Responsibilities

• Manage office stock of supplies, pantry items, and administrative requirements.
• Ensure timely PPE kit provisioning and maintain issuance records.
• Maintain petty cash records, reimbursements, and supporting documents.
• Process timely bill payments and retain payment records.
• Coordinate company/employee insurance renewals and claims.
• Oversee office housekeeping and facilities for cleanliness.
• Coordinate dispatch of small materials and arrange transport.
• Plan and coordinate staff events and engagement activities.
• Handle day-to-day admin tasks and document control.
• Uphold punctuality, discipline, and adherence to policies.

Skills

Good communication

Coordination skills

Basic Excel/MS Office

Record keeping

Vendor coordination

Time management

Multi-tasking

Job description

JOB DESCRIPTION – ADMIN EXECUTIVE

Company: Artha Energy Resources LLP

Department: Administration

Designation: Admin Executive

Location: Ahmedabad

Employment Type: Full-Time

Job Summary

We are looking for an organized and responsible Admin Executive to manage day-to-day administrative activities, employee support, PPE kit management, office stock and housekeeping, material dispatch, petty cash, bill payments, insurance coordination, and company events.

1. Office Stock Management

• Manage and maintain adequate stock of office supplies, stationery, pantry items, and other administrative requirements.
• Monitor stock levels and ensure timely replenishment of office supplies and toiletries.
• Maintain proper records of stock receipts, consumption, and issuance.
• Coordinate with vendors for procurement of required office supplies.

2. PPE Kit Management

• Ensure site employees receive the required PPE kits on time.
• Maintain proper records of PPE issuance and replacement.
• Coordinate with site teams for PPE requirements.

3. Petty Cash Management

• Maintain accurate records of petty cash transactions.
• Ensure timely replenishment and proper supporting documents.
• Monitor expenses and resolve discrepancies.

4. Bill Payments & Records

• Ensure timely payment of office and administrative bills.
• Maintain proper records of all payments and supporting documents.
• Track due dates and avoid late or missed payments.

5. Insurance Management

• Coordinate timely renewal of company/employee-related insurance policies.
• Ensure policies are renewed before expiry.
• Coordinate with brokers and internal teams for insurance claims and documentation.
• Follow up to ensure smooth claim processing.

6. Office Housekeeping & Facilities

• Coordinate day-to-day office housekeeping activities.
• Ensure proper cleanliness and hygiene of the office premises.
• Monitor availability and timely refilling of office supplies and toiletries.
• Coordinate with housekeeping staff and service providers to maintain office standards.

7. Material Dispatch & Transport Coordination

• Coordinate the dispatch of small materials and administrative items to different project sites with the help of the office boy.
• Arrange and coordinate transportation/courier services for timely material delivery.
• Maintain proper dispatch records, delivery details, and supporting documents.
• Follow up with site teams and transport/service providers to ensure timely delivery.

8. Event & Office Activities

• Plan and coordinate employee engagement activities and staff events.
• Manage arrangements related to venue, decoration, food, and other requirements.
• Coordinate with vendors and internal teams to ensure smooth execution.

9. General Administration

• Handle day-to-day office administration and employee requirements.
• Coordinate with vendors, service providers, and site teams.
• Maintain proper administrative records and documentation.
• Support management and HR in administrative activities as required.

10. Punctuality & Discipline

• Maintain professional punctuality and discipline in all administrative activities.
• Ensure assigned tasks are completed within defined timelines.
• Follow company policies and maintain professional conduct.

Key Skills

• Good communication and coordination skills
• Strong follow-up and organizational skills
• Basic Excel/MS Office knowledge
• Record keeping and documentation
• Vendor and stakeholder coordination
• Time management and attention to detail
• Ability to manage multiple administrative activities simultaneously

Experience

2–4 years of experience in administration, office management, facility management, or a similar role, preferably in an EPC/renewable energy/indust