Administration Executive

ALL Four Season Travels; Navrangpura; On-site; INR 300,000 - 600,000; Full time

Job summary

ALL Four Season Travels is seeking an Admin Executive to support day-to-day administrative, HR coordination, and operational activities to ensure smooth office functioning. The role includes travel coordination, billing support, HR administration, employee engagement, asset tracking, and MIS reporting.

The position requires handling travel arrangements, ticketing, bill processing, maintaining HR records, coordinating recruitment activities, and organizing engagement events while working with

Qualifications

• Bachelor's degree in Commerce, Business Administration, or related field.
• 13 years of experience in Administration / HR Support / Office Operations.
• Prior experience in billing, HR coordination, or asset management is an advantage.

Responsibilities

• Support day-to-day administrative, HR coordination, and operational activities.
• Coordinate travel arrangements and ticketing for employees.
• Process administrative and travel-related bills; ensure approvals and payments.
• Maintain employee files, recruitment records, and HR documentation.
• Coordinate with candidates for interviews, joining formalities and follow-ups.
• Organize employee engagement activities (birthdays, anniversaries, farewells, office events).
• Maintain asset and stock records (laptops, mobiles, joining kits, gifts).
• Provide office support and coordinate with internal teams and vendors.

Skills

Organization

Documentation

Communication

Multitasking

MS Excel

Google Sheets

Confidentiality

Education

Bachelor's degree in Commerce / Business Administration

Tools

MS Excel

Google Sheets

Job description

The Admin Executive is responsible for supporting day-to-day administrative, HR coordination, and operational activities to ensure smooth office functioning. The role involves travel coordination, billing support, HR administration, employee engagement activities, asset tracking, and maintaining accurate records and MIS reports.

1. Travel & Ticketing Coordination

• Booking train tickets (including Tatkal) as and when required for employees.
• Coordinating travel-related documentation and confirmations.
• Preparing, maintaining, and organizing train ticket bills and supporting documents for records and reimbursement.

2. Billing & Accounts Coordination

• Processing administrative and travel-related bills in the system.
• Performing bill entry, coordination for approvals, and follow-up for payment processing with Accounts.
• Maintaining proper documentation and audit-ready records for all processed bills.

3. HR Operations & Employee Lifecycle Support

• Assisting in pre-joining and post-joining processes, including documentation and coordination.
• Maintaining and updating employee files, recruitment records, and HR documentation.
• Supporting HR in recruitment coordination and maintaining HR MIS sheets.
• Coordinating with candidates for interviews, joining formalities, and follow-ups.

4. Employee Engagement & Culture Initiatives

• Organizing and coordinating employee engagement activities, including:
• Birthdays
• Work anniversaries
• Farewells
• Internal celebrations and small office events
• Supporting HR initiatives aimed at improving employee morale and workplace culture.

5. Asset & Inventory Management

• Maintaining records of laptops, mobile phones, and other assets allocated to employees.
• Coordinating asset allocation for new joiners and ensuring proper handover documentation.
• Tracking return of assets during employee exits.
• Maintaining stock of joining kits, anniversary gifts, and HR inventory items.

6. Administrative & Office Support

• Supporting day-to-day office administrative activities as assigned.
• Coordinating with internal teams and vendors for smooth operations.
• Ensuring accurate record-keeping and timely completion of assigned tasks.

Skills & Competencies

• Strong organizational and coordination skills
• Attention to detail and documentation accuracy
• Good communication and follow-up skills
• Ability to multitask and prioritize work
• Proficiency in MS Excel, Word, Google Sheets, and basic HR/admin systems
• Discretion and confidentiality in handling employee information

Qualifications & Experience

• Bachelors degree in Commerce, Business Administration, or related field
• 13 years of experience in Administration / HR Support / Office Operations
• Prior experience in billing, HR coordination, or asset management is an advantage

Key Performance Indicators (KPIs)

• Accuracy and timeliness of ticket bookings and bill processing
• Updated HR MIS and employee records
• Smooth onboarding support and asset allocation
• Effective execution of employee engagement activities
• Compliance with documentation and internal processes