Administration Executive

ZestIoT; Hyderabad; On-site; INR 300,000 - 420,000; Full time

Job summary

ZestIoT in Hyderabad is seeking an Administration & Operations Executive to manage day-to-day office administration, facility operations, and travel for employees. The role requires hands-on admin/ops experience and strong vendor coordination skills.

The ideal candidate will handle procurement, expense tracking, and documentation with attention to detail, while coordinating with internal teams to resolve issues promptly.

Qualifications

• 1–2 years of hands‑on experience in Administration, Operations, or Facility Management.
• Strong vendor coordination and cost awareness.
• Proficient in MS Office and documentation.
• Excellent written and verbal communication.
• Ability to work independently and multitask.

Responsibilities

• Manage day-to-day office administration and facility operations, ensuring smooth functioning of office infrastructure and services.
• Coordinate with vendors for facility, housekeeping, maintenance, security, and other requirements.
• Monitor supplies and procurement to avoid last-minute costs.
• Maintain records of assets, invoices, and admin documentation.
• Support travel bookings and expense tracking.
• Track administrative expenses and coordinate with Finance.
• Ensure timely payments and vendor onboarding.
• Coordinate with internal teams to resolve issues.

Skills

Administration

Operations

Vendor coordination

Travel management

MS Office

Education

Graduate degree

Tools

MS Excel

MS Word

PowerPoint

Job description

Job Description – Administration Executive

Position: Administration & Operations Executive

Experience: 1–2 Years

Location: Hyderabad

Employment Type: Full-Time

Role Overview

We are looking for a proactive and detail-oriented Administration Executive to manage day-to-day office administration, facility management, employee travel, vendor coordination, and operational activities. The ideal candidate should have hands‑on experience in Administration, Operations, or Facility Management, along with strong coordination, communication, organizational, and problem‑solving skills.

Key Responsibilities

Administration & Facility Management

• 1.) Manage day-to-day office administration and facility operations, ensuring smooth functioning of office infrastructure and services.


• 2.) Manage and coordinate with vendors and service providers for facility, housekeeping, maintenance, security, and other office-related requirements.


• 3.) Monitor office supplies, stationery, pantry, and other consumables, ensuring timely procurement and adequate stock levels to avoid last-minute purchases and higher costs.


• 4.) Obtain and compare vendor quotations where required to ensure cost-effective procurement and control administrative expenses.


• 5.) Maintain records of office assets, supplies, vendor details, invoices, and other administrative documentation.


• 6.) Coordinate with internal teams and employees to address and resolve office and facility-related requirements or issues in a timely manner.


• 7.) Ensure regular maintenance and upkeep of office infrastructure, equipment, and common areas.


• 8.) Track administrative expenses and coordinate with the Finance team for invoice verification, approvals, and timely payments.


• 9.) Support vendor onboarding, documentation, service follow-ups, and performance coordination.


• 10.) Proactively identify administrative requirements and ensure timely action to maintain efficient and uninterrupted office operations.

Travel Management

• 1.) Manage domestic and international travel bookings, including flights, hotels, and other travel arrangements for employees.


• 2.) Coordinate travel requirements, approvals, and related documentation.


• 3.) Coordinate with travel agencies, airlines, hotels, and other travel service providers to ensure smooth travel arrangements.


• 4.) Maintain accurate records of employee travel expenses and assist with expense reconciliation.


• 5.) Ensure travel arrangements are cost-effective and aligned with company policies.

Employee Support & Operations

• 1.) Coordinate with employees and internal teams for day-to-day administrative and operational requirements.


• 2.) Support employee-related administrative activities and ensure timely resolution of queries and requests.


• 3.) Maintain accurate operational records, trackers, and documentation.


• 4.) Handle multiple administrative and operational activities simultaneously and ensure timely closure of tasks.

Expense & Reimbursement Coordination

• Coordinate employee reimbursement requests and verify supporting documents.


• Track office and administrative expenses and maintain monthly expense records.


• Coordinate with the Finance team for reimbursements, vendor payments, and other expense-related activities.


• Ensure accurate documentation and timely follow-up on pending payments and reimbursements.

Key Skills & Competencies

• 1–2 years of hands‑on experience in Administration, Operations, or Facility Management.


• Strong experience in vendor coordination and management.


• Good knowledge of office administration and facility operations.


• Experience in coordinating domestic and international travel bookings will be an advantage.


• Strong organizational and multitasking abilities.


• Good communication and interpersonal skills.


• Strong coordination and stakeholder management skills.


• Good attention to detail and accuracy.


• Ability to proactively plan requirements and control administrative costs.


• Good working knowledge of MS Excel, Word, PowerPoint, and documentation.


• Strong follow-up and problem-solving skills.


• Ability to work independently and take ownership of assigned responsibilities.

Eligibility

• Any graduate degree from a recognized university.


• 1–2 years of relevant experience in Administration, Operations, Facility Management, or related areas.


• Candidates with hands‑on experience in vendor management, office administration, facility coordination, procurement of office supplies, travel bookings, and expense management will be preferred.


• Good communication and coordination skills are required.

Success Metrics

• Smooth and efficient day-to-day office administration and facility operations.


• Timely availability of office supplies while minimizing unnecessary or last‑minute procurement costs.


• Effective vendor management and timely resolution of operational issues.


• Cost‑effective management of office and administrative expenses.


• Smooth coordination of domestic and international employee travel.


• Accurate maintenance of administrative, vendor, travel, inventory, and expense records.


• Timely completion of administrative and operational activities.


• Effective support to employees and internal teams for day-to-day operational requirements.