Administrative Executive

Hitech Digital Solutions; Ahmedabad District; On-site; INR 300,000 - 500,000; Full time

Job summary

A dynamic engineering solutions provider seeking an Administrative Executive in Ahmedabad, Gujarat. The role involves overseeing day-to-day administration, maintaining compliance documentation, and managing vendor relations. Candidates should have experience in office management and document handling. This full-time position offers a dynamic work environment focused on operational excellence. Join a team that values efficiency and administrative expertise.

Qualifications

• Experience in managing office administration and general office upkeep.
• Familiarity with ISO compliance and documentation.
• Proven track record of supplier and vendor management.

Responsibilities

• Oversee daily administrative operations and facility management.
• Maintain essential documentation and ensure ISO compliance.
• Facilitate procurement and vendor coordination for administrative services.

Skills

Office management

Vendor coordination

Documentation and record keeping

Compliance knowledge

Financial management

Job description

Direct message the job poster from Hitech Digital Solutions

About the Company

Hi-Tech Digital Solutions LLP, an ISO-certified and award-winning company, provides comprehensive solutions across BIM, Engineering, Business Process Management, and Aeronautical Navigation Engineering. New divisions such as "Process Excellence" and "Data Sciences" further enhance our service offerings. Headquartered in Ahmedabad, Hi-Tech serves clients in the USA, Europe, Australia, and the Middle East through delivery centers in Ahmedabad and Cochin, with additional offices in New York, California, and Norway.

Key Responsibilities

General Administration & Office Management

• Oversee day-to-day administration including housekeeping, office upkeep, maintenance of office equipment/facilities, and management of office boys and housekeeping staff.
• Ensure smooth functioning of canteen, ACs, water coolers, vending machines, furniture, and other office infrastructure.
• Coordinate with vendors and service providers for facility maintenance and repairs.

Documentation, Record Keeping & ISO Compliance

• Maintain all admin-related documentation including ISO files, AMC contracts, agreements, purchase orders, asset lists, stationery inventories, quotations, and audit records.
• Ensure all ISO-related documents are updated and available for audits.
• Maintain records of administrative invoices, vendor payments, rent, electricity bills, and building maintenance charges.
• Manage AMC renewals, contract management, and vendor coordination for various administrative services.
• Handle procurement of housekeeping materials, office stationery, first aid supplies, and miscellaneous items as required.
• Prepare Purchase Orders and Purchase Requests/Proposals and obtain required approvals.
• Process vendor invoices, ensure timely submission to accounts, track payments, and coordinate cheque distribution.
• Manage petty cash and ensure accurate, timely preparation of expense reports and petty cash statements.
• Track credit card expenses and support budgeting and cost control procedures.

Compliance, Safety & Security

• Regularly check and maintain fire-fighting equipment, monitor expiries, and ensure timely refilling.
• Ensure adherence to hygiene, health, safety, and security protocols within the office premises.
• Maintain liaison with local government bodies for administrative requirements.

Reporting & Coordination

• Maintain reports such as temperature logs, access logs, and other admin-related reports.
• Assist in employee engagement programs, office events, celebrations, and other internal activities.
• Ensure all administrative policies and procedures are properly implemented and followed.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative
• Industries: Outsourcing and Offshoring Consulting

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