Administrative Executive

PR Pundit Havas Red; Gurugram District; On-site; INR 268,000 - 469,000; Full time

Job summary

PR Pundit Havas Red is seeking a proactive Admin Executive to manage daily office operations and ensure a smooth workplace in Gurugram. The role focuses on facilities, procurement, and vendor coordination within a fast-paced PR agency environment.

The ideal candidate has 2–4 years of admin experience, strong organizational skills, and proficiency in MS Office. You will handle visitor coordination, onboarding logistics, travel bookings, and documentation with attention to detail.

Qualifications

• Graduate in any discipline.
• 2–4 years of experience in office administration, preferably in PR/advertising/media/service organisations.
• Strong organizational, coordination and multitasking skills.
• Good verbal and written communication skills.
• Proficiency in MS Office, particularly Excel and Outlook.

Responsibilities

• Oversee day-to-day office operations and ensure a well-maintained, organized workplace.
• Coordinate with housekeeping, security, facility management and service providers.
• Manage office supplies, pantry inventory and administrative requirements.
• Assist with expense tracking and ensure timely submission of invoices to Finance.
• Coordinate travel bookings, meetings, and internal events.
• Assist with employee onboarding logistics and vendor coordination.

Skills

Organizational skills

Coordination

Multitasking

Verbal communication

Written communication

MS Office

Excel

Outlook

Time management

Problem solving

Education

Graduate in any discipline

Tools

MS Office

Excel

Outlook

Job description

We are looking for a proactive and organized Admin Executive to manage day-to-day administrative operations and ensure the smooth functioning of our office. The ideal candidate should be detail-oriented, have strong coordination skills, and be comfortable working in a dynamic, fast-paced PR agency environment.

Key Responsibilities

1. Office Administration & Facilities

• Oversee day-to-day office operations and ensure the workplace is well-maintained and organized.
• Coordinate with housekeeping, security, facility management, and other service providers.
• Manage office supplies, stationery, pantry inventory, and other administrative requirements.
• Ensure office equipment and infrastructure are maintained and operational.
• Coordinate with vendors for repairs, maintenance, and other facility-related services.
• Coordinate with vendors for quotations, purchase orders, invoices, and payments.
• Maintain records of administrative expenses, bills, and vendor contracts.
• Assist with expense tracking and ensure timely submission of invoices to the Finance team.
• Negotiate with vendors wherever required to ensure cost-effective services.

3. Employee & Visitor Coordination

• Manage visitor reception, meeting room bookings, and guest arrangements.
• Support employee requirements related to office facilities and administration.
• Coordinate with internal teams to ensure smooth day-to-day operations.
• Assist with employee onboarding logistics, including workstation allocation, access cards, and other administrative arrangements.

4. Travel & Event Coordination

• Coordinate travel bookings, hotel reservations, and local transportation for employees and business guests, as required.
• Support internal meetings, town halls, employee engagement activities, and office celebrations.
• Assist with logistical arrangements for client meetings, agency events, and other office activities.

5. Documentation & Compliance

• Maintain administrative records, vendor details, asset registers, and inventory logs.
• Track office assets, equipment allocation, and maintenance schedules.
• Ensure adherence to office policies, safety procedures, and administrative processes.
• Support audits and provide administrative documentation as required

Skills & Qualifications

• Graduate in any discipline.
• 2–4 years of experience in office administration, preferably in a PR agency, advertising agency, media company, or other service-oriented organisation.
• Strong organizational, coordination, and multitasking skills.
• Good verbal and written communication skills.
• Proficiency in MS Office, particularly Excel and Outlook.
• Ability to manage multiple priorities and work effectively in a fast-paced environment.
• A proactive, solution-oriented approach with strong attention to detail.
• Planning and coordination
• Problem-solving
• Time management
• Interpersonal and communication skills
• Attention to detail and ownership

Ideal Candidate :

Someone who can manage daily office administration, coordinate effectively with internal teams and external vendors, and ensure a seamless workplace experience for employees and visitors.