Administration Executive

Kotak Securities (KSL); Mumbai; On-site; INR 800,000 - 1,100,000; Full time

Job summary

Kotak Securities (KSL) in Mumbai seeks an experienced Administration and Facilities professional to oversee assets, facilities, and helpdesk operations. The role involves coordinating administration, security, and vendor services to maintain office efficiency.

The incumbent will manage branch lease renewals, MIS reporting, access control, seating allocations, and petty cash, leveraging strong Excel, data analysis, and reporting skills to drive cost control and compliance.

Qualifications

• Strong proficiency in Microsoft Excel.
• Hands-on experience with VLOOKUP, XLOOKUP, Pivot Tables/Charts, MIS Reporting and Data Analysis.

Responsibilities

• Maintain and track all company assets across locations.
• Ensure proper asset allocation, tagging, record maintenance, and lifecycle management.
• Conduct periodic asset audits and reconciliation.
• Coordinate asset procurement, movement, and disposal as per company policies.
• Manage day-to-day facility operations and office infrastructure.
• Coordinate with vendors for housekeeping, security, maintenance and other services.
• Ensure compliance with health, safety, and workplace standards.
• Monitor utility consumption and optimize costs.
• Oversee administration helpdesk activities and timely resolution of employee requests.
• Track service requests, escalate unresolved issues, and monitor closure timelines.
• Maintain service quality and employee satisfaction.
• Prepare MIS reports on helpdesk performance and service levels.
• Track lease and rental agreements for all branch locations.
• Maintain renewal calendar and ensure timely action on expiries.
• Coordinate with landlords, legal teams, and stakeholders for renewals.
• Maintain related documentation and compliance records.
• Prepare and maintain administrative dashboards and reports.
• Analyze data related to assets, facilities, and helpdesk operations.
• Present periodic reports to management, highlighting key metrics.

Skills

Microsoft Excel

VLOOKUP

XLOOKUP

Pivot Tables

MIS Reporting

Data Analysis

Job description

Key Responsibilities:

1. Asset Management

• Maintain and track all company assets across locations.
• Ensure proper asset allocation, tagging, record maintenance, and lifecycle management.
• Conduct periodic asset audits and reconciliation.
• Coordinate asset procurement, movement, and disposal as per company policies.

2. Facility Management

• Manage day-to-day facility operations and ensure smooth functioning of office infrastructure.
• Coordinate with vendors for housekeeping, security, pest control, maintenance, and other facility services.
• Ensure compliance with health, safety, and workplace standards.
• Monitor utility consumption and optimize operational costs.

3. Helpdesk Management

• Oversee administration helpdesk activities and ensure timely resolution of employee requests.
• Track service requests, escalate unresolved issues, and monitor closure timelines.
• Maintain service quality standards and employee satisfaction.
• Prepare MIS reports on helpdesk performance and service levels.

4. Branch Agreement Renewals

• Track lease and rental agreements for all branch locations.
• Maintain a renewal calendar and ensure timely action on upcoming expiries.
• Coordinate with landlords, legal teams, and internal stakeholders for agreement renewals.
• Maintain all related documentation and compliance records.

5. MIS & Reporting

• Prepare and maintain administrative dashboards and reports.
• Analyze data related to assets, facilities, and helpdesk operations.
• Present periodic reports to management, highlighting key metrics and action items.

6. Access Control Management

• Coordinate with the BMS team for granting or removing physical access permissions.
• Conduct daily, weekly, and monthly reviews to ensure access is provided only to authorized employees.
• Share periodic reports with the Audit team and address any observations or queries.

7. Seating Management

• Allocate workstations to new joiners.
• Track vacant seats across all branches.
• Ensure seating data is maintained and updated on a real-time basis.

8. Petty Cash Management

• Manage the petty cash account and monitor day-to-day transactions.

Technical Skills

• Strong proficiency in Microsoft Excel.
• Hands-on experience with: VLOOKUP, XLOOKUP, Pivot Tables/Charts, MIS Reporting and Data Analysis

Experience Required

• 4 to 8 years of relevant experience in Administration and Facilities Management.

Preferred female candidates