Administration Executive

ISS India; Gandhinagar; On-site; INR 500,000 - 700,000; Full time

Job summary

ISS India is seeking an experienced Admin Officer to manage day-to-day administrative activities, vendor coordination, asset management, travel arrangements, and documentation across our Gujarat office. The role ensures smooth operation while adhering to company policies.

Key duties include facility coordination, staff support, attendance, onboarding assistance, and maintaining records. The candidate should have graduate-level education and a strong background in administration, with a proven

Qualifications

• Graduate in any discipline (B.Com, BBA, BA, or equivalent).
• Diploma in Administration or Office Management is an added advantage.
• 12 years of experience in Administration, Office Management, or Facility Administration.

Responsibilities

• Office Administration: Manage daily office administration activities.
• Vendor Management: Coordinate with vendors and service providers, process invoices, maintain records, monitor performance.
• Asset & Inventory Management: Maintain office assets and inventory, monitor stationery, raise purchase requisitions, coordinate procurement, maintain asset registers.
• Travel & Accommodation: Arrange travel bookings (air, rail, hotel, taxi), coordinate guest house bookings, maintain travel records and expense reports.
• Documentation & Record Keeping: Maintain administrative records and files, prepare reports/letters, manage courier and document control, track attendance and visitor records.
• Facility Coordination: Coordinate repairs and maintenance of office equipment, ensure functioning utilities, coordinate with facilities team, monitor housekeeping.
• Employee Support: Assist employees with administrative requests, manage ID/access cards and onboarding activities, organize meetings and events.
• Compliance: Ensure policy compliance, maintain statutory records, support audits.
• Reporting: Prepare MIS reports, track administrative expenses and budgets, maintain vendor/service reports.

Skills

Office Administration

Vendor Management

Facility Coordination

Documentation & Record Keeping

MS Office

Inventory & Asset Management

Travel Coordination

Communication Skills

Time Management

Problem-Solving

Multitasking

Education

Graduate in any discipline

Diploma in Administration or Office Management

Tools

MS Office

Job description

Role

The Admin Officer is responsible for managing day-to-day administrative activities, office operations, vendor coordination, asset management, travel arrangements, housekeeping coordination, documentation, and employee support. The role ensures smooth office functioning while maintaining company policies and administrative standards.

Key Responsibilities

Office Administration

• Manage daily office administration activities.
• Maintain office infrastructure and ensure smooth operations.
• Coordinate with housekeeping, pantry, and security teams.
• Monitor office cleanliness and maintenance.

Vendor Management

• Coordinate with vendors and service providers.
• Process vendor invoices and maintain records.
• Monitor vendor performance and service quality.
• Maintain AMC (Annual Maintenance Contract) records.

Asset & Inventory Management

• Maintain office assets and inventory.
• Monitor stationery and office consumables.
• Raise purchase requisitions and coordinate procurement.
• Maintain asset registers.

Travel & Accommodation

• Arrange travel bookings (air, rail, hotel, taxi).
• Coordinate guest house and accommodation bookings.
• Maintain travel records and expense reports.

Documentation & Record Keeping

• Maintain administrative records and files.
• Prepare reports, letters, and official correspondence.
• Manage courier, dispatch, and document control.
• Maintain employee attendance and visitor records.

Facility Coordination

• Coordinate repairs and maintenance of office equipment.
• Ensure proper functioning of office utilities.
• Coordinate with facility management and maintenance teams.
• Monitor pantry and housekeeping services.

Employee Support

• Assist employees with administrative requests.
• Coordinate ID cards, access cards, and visitor management.
• Support onboarding and induction activities.
• Organize meetings and company events.

Compliance

• Ensure compliance with company policies.
• Maintain statutory records related to administration.
• Support internal and external audits.

Reporting

• Prepare Daily, Weekly, and Monthly MIS reports.
• Track administrative expenses and budgets.
• Maintain vendor and service reports.

Required Skills

• Office Administration
• Vendor Management
• Facility Coordination
• Documentation & Record Keeping
• MS Office (Excel, Word, PowerPoint)
• Inventory & Asset Management
• Travel Coordination
• Communication Skills
• Time Management
• Problem-Solving
• Multitasking

Qualification

• Graduate in any discipline (B.Com, BBA, BA, or equivalent).
• Diploma in Administration or Office Management is an added advantage.

Experience

• 12 years of experience in Administration, Office Management, or Facility Administration.
• Freshers with strong administrative skills may also be considered.

Preferred Industry

• Corporate Offices
• Facility Management
• Manufacturing
• Pharmaceutical Companies
• IT/ITES
• Hospitality
• Commercial Offices

Key Performance Indicators (KPIs)

• Smooth day-to-day office operations.
• Timely completion of administrative tasks.
• Effective vendor and facility management.
• Accurate documentation and record maintenance.
• Cost control and budget adherence.
• High employee and visitor satisfaction.
• Compliance with company policies and procedures.