Administration Executive

J A A & Associates; Bengaluru; On-site; INR 300,000 - 420,000; Full time

Job summary

J A A & Associates is seeking an Office Administration Executive in Bengaluru to ensure the smooth day-to-day functioning of the office. You will manage vendors, stationery, security, housekeeping, stamp papers, and general admin support to internal teams and service providers.

The role requires strong organizational skills, attention to detail, and effective coordination across departments and external partners. Join a busy office environment and help maintain efficient operations.

Responsibilities

• Vendor Management: manage relationships with vendors, suppliers, and service providers; negotiate quotations and prices; monitor performance and payments.
• Stationery & Inventory Management: procure stock, track levels, maintain records, and identify cost-saving opportunities.
• Office Security Management: coordinate with security, monitor visitor access and security protocols.
• Stamp Paper & Documentation: arrange stamp papers and maintain records; ensure timely statutory documents.
• Housekeeping & Facility Management: supervise housekeeping, inspect workstations and facilities, coordinate maintenance.
• General Administration: support daily admin tasks, coordinate courier/logistics, assist meetings and events; maintain records.

Job description

The Office Administration Executive is responsible for ensuring the smooth day-to-day functioning of the office by managing vendors, office supplies, security, housekeeping, and administrative support. The role requires strong organizational skills, attention to detail, and the ability to coordinate effectively with internal teams and external service providers.

Key Responsibilities

1. Vendor Management

• Manage relationships with vendors, suppliers, and service providers.
• Obtain quotations, negotiate pricing, and coordinate procurement.
• Monitor vendor performance and ensure timely delivery of services.
• Coordinate invoice verification and payment follow-ups.

2. Stationery & Inventory Management

• Procure and maintain adequate stock of office stationery and consumables.
• Track inventory levels and prevent stock shortages.
• Maintain inventory records and issue materials to employees.
• Identify cost-saving opportunities in procurement.

3. Office Security Management

• Coordinate with security personnel to ensure office safety.
• Monitor visitor access, employee entry, and security protocols.
• Ensure security systems and access controls are functioning effectively.
• Report and follow up on security-related concerns.

4. Stamp Paper & Documentation

• Arrange procurement of stamp papers as per business requirements.
• Maintain records of stamp paper purchases and utilization.
• Coordinate with departments for timely availability of statutory documents.

5. Housekeeping & Facility Management

• Supervise housekeeping staff and ensure cleanliness across office premises.
• Conduct periodic inspections of workstations, meeting rooms, pantry, and common areas.
• Coordinate maintenance and repair activities with facility vendors.
• Ensure office infrastructure is maintained in good working condition.

6. General Administration

• Support day-to-day administrative activities of the organization.
• Coordinate courier services, office logistics, and deliveries.
• Assist in organizing meetings, office events, and employee engagement activities.
• Ensure compliance with office policies and administrative procedures.
• Maintain administrative records and documentation.