Back Office Admin & Executive Assistant

Integrated Personnel Services Limited; Gurugram District; On-site; INR 700,000 - 1,200,000; Full time

Job summary

Integrated Personnel Services Limited is seeking an experienced Office Administration & Facilities Management professional to oversee day-to-day admin operations and maintain a safe, efficient office environment in Gurugram.

You will supervise housekeeping, manage pantry and security, coordinate with vendors, and ensure proper procurement and asset management to support regional operations.

Qualifications

• Bachelor's degree in Business Administration, Commerce, or a related field.
• 5-6 years of experience in Office Administration, Facilities Management, Front Office Operations, and Executive Assistance.
• Strong experience in housekeeping supervision, vendor management, facility coordination, and office operations.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills.
• Strong organizational, planning, and multitasking abilities.

Responsibilities

• Oversee the day-to-day administration and smooth functioning of the office.
• Manage office infrastructure, facilities, and workplace maintenance to ensure a safe, efficient, and productive work environment.
• Supervise housekeeping staff and ensure cleanliness, hygiene, and upkeep of office premises at all times.
• Coordinate pantry operations and ensure availability of refreshments and office supplies.
• Manage security personnel, visitor access procedures, office safety measures, and emergency preparedness.
• Coordinate with building management, facility vendors, and service providers for maintenance, repair, and facility-related requirements.
• Conduct regular audits and inspections of office facilities and ensure timely resolution of maintenance issues.
• Manage office seating arrangements, workstation allocation, and space utilization.
• Maintain office assets, equipment, and inventory records and ensure proper upkeep of company property.
• Oversee procurement and replenishment of stationery, pantry supplies, housekeeping materials, and other office consumables.

Skills

Office administration

Facilities management

Vendor management

Executive support

Communication skills

Organization & multitasking

MS Office Suite

Education

Bachelor's degree in Business Administration/Commerce

Tools

MS Office Suite

Job description

• Office Administration & Facilities Management
• Oversee the day-to-day administration and smooth functioning of the office.
• Manage office infrastructure, facilities, and workplace maintenance to ensure a safe, efficient, and productive work environment.
• Supervise housekeeping staff and ensure cleanliness, hygiene, and upkeep of office premises at all times.
• Coordinate pantry operations and ensure availability of refreshments and office supplies.
• Manage security personnel, visitor access procedures, office safety measures, and emergency preparedness.
• Coordinate with building management, facility vendors, and service providers for maintenance, repair, and facility-related requirements.
• Conduct regular audits and inspections of office facilities and ensure timely resolution of maintenance issues.
• Manage office seating arrangements, workstation allocation, and space utilization.
• Maintain office assets, equipment, and inventory records and ensure proper upkeep of company property.
• Oversee procurement and replenishment of stationery, pantry supplies, housekeeping materials, and other office consumables.

• Required Skills & Qualifications
• Bachelor's degree in Business Administration, Commerce, or a related field.
• 5-6 years of experience in Office Administration, Facilities Management, Front Office Operations, and Executive Assistance.
• Strong experience in housekeeping supervision, vendor management, facility coordination, and office operations.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills.
• Strong organizational, planning, and multitasking abilities.

• Vendor Management & Administrative Operations
• Petty Cash & Expense Management
• Front Office Management
• Executive Assistance to Regional Head
• Documentation & Reporting
• Events & Employee Engagement