Executive Administration & IT Support

Vitae International Accounting Services; Kolkata District; On-site; INR 250,000 - 360,000; Full time

Job summary

Vitae International Accounting Services seeks an organized Office Administrator to manage day-to-day operations and coordinate across departments in a dynamic corporate setting.

The role covers facilities maintenance, vendor management, asset inventory, safety, housekeeping, employee support, documentation, and basic IT support for staff. A proactive, detail‑oriented candidate will excel in this multi‑tasking environment.

Responsibilities

• Manage day-to-day administrative activities and ensure smooth functioning of the office.
• Coordinate with various departments to address administrative requirements.
• Ensure office facilities, infrastructure, furniture, equipment and common areas are maintained properly.
• Monitor office housekeeping, cleanliness and hygiene.
• Escalate critical maintenance, safety or security matters promptly.
• Carry out additional administrative responsibilities assigned by management.
• Raise, monitor and follow up on maintenance requests through the helpdesk/complaint system.
• Coordinate with building maintenance department for electrical, plumbing, civil, lift and other facility-related issues.
• Ensure timely completion of repair and maintenance works.
• Maintain records of maintenance activities and vendor visits.
• Coordinate with external vendors and service providers.
• Obtain quotations and coordinate approvals where required.
• Monitor vendor performance and ensure services are provided as agreed.
• Verify bills and supporting documents before submitting them for payment.
• Maintain records of office furniture, equipment and other administrative assets.
• Monitor stock of stationery, pantry supplies, housekeeping materials and other consumables.
• Conduct periodic physical verification of assets and inventory.
• Coordinate the issue, transfer and disposal of office assets as required.
• Ensure visitor management and access-control procedures are followed.
• Monitor CCTV systems and report any security-related concerns.
• Support implementation of fire and other workplace safety procedures.
• Coordinate fire drills, emergency preparedness and safety-related inspections.
• Monitor housekeeping staff and ensure proper cleaning of office areas.
• Ensure pantry facilities are maintained and adequate supplies are available.
• Monitor drinking water, washrooms and other common facilities.
• Address housekeeping-related complaints promptly.
• Provide administrative support to employees for workplace-related requirements.
• Coordinate seating arrangements, workstation requirements and office movements.
• Support employee onboarding and exit-related administrative activities.
• Assist HR with employee events, meetings and other administrative activities.
• Maintain quotations, invoices and service reports.
• Maintain AMC and service contract records and track renewal dates.
• Maintain records of maintenance complaints and their closure status.
• Prepare periodic administrative reports.
• Provide L1 IT support office users for day-to-day system and IT related issues.
• Troubleshoot basic IT issues and coordinate with the IT team for issues that need further support.
• Support new users with system setup, access, and other basic IT requirements.
• Follow up with users and the IT team until the reported issues are resolved.
• Handle and coordinate the day-to-day IT requirements

Skills

Office administration

Facilities management

Vendor management

Inventory management

Safety compliance

IT support

Tools

Helpdesk system

CCTV system

Job description

Location : Sector 5 of Salt Lake City

Office Administration

• a. Manage day-to-day administrative activities and ensure smooth functioning of the office.
• b. Coordinate with various departments to address administrative requirements.
• c. Ensure office facilities, infrastructure, furniture, equipment and common areas are maintained properly.
• d. Monitor office housekeeping, cleanliness and hygiene.
• e. Escalate critical maintenance, safety, security or facility-related matters promptly.
• f. Carry out additional administrative responsibilities assigned by management.

3. Facilities & Maintenance

• a. Raise, monitor and follow up on maintenance requests through the helpdesk/complaint system.
• b. Coordinate with building maintenance department for electrical, plumbing, civil, lift and other facility-related issues.


• c. Ensure timely completion of repair and maintenance works.
• d. Maintain records of maintenance activities and vendor visits.

4. Vendor Management

• a. Coordinate with external vendors and service providers.
• b. Obtain quotations and coordinate approvals where required.
• c. Monitor vendor performance and ensure services are provided as agreed.
• d. Verify bills and supporting documents before submitting them for payment.

5. Office Assets & Inventory

• a. Maintain records of office furniture, equipment and other administrative assets.
• b. Monitor stock of stationery, pantry supplies, housekeeping materials and other consumables.
• c. Conduct periodic physical verification of assets and inventory.
• d. Coordinate the issue, transfer and disposal of office assets as required.

6. Safety

• a. Ensure visitor management and access-control procedures are followed.
• b. Monitor CCTV systems and report any security-related concerns.
• c. Support implementation of fire and other workplace safety procedures.
• d. Coordinate fire drills, emergency preparedness and safety-related inspections.

7. Housekeeping & Pantry Management

• a. Monitor housekeeping staff and ensure proper cleaning of office areas.
• b. Ensure pantry facilities are maintained and adequate supplies are available.
• c. Monitor drinking water, washrooms and other common facilities.
• d. Address housekeeping-related complaints promptly.

8. Employee Support

• a. Provide administrative support to employees for workplace-related requirements.
• b. Coordinate seating arrangements, workstation requirements and office movements.
• c. Support employee onboarding and exit-related administrative activities.
• d. Assist HR with employee events, meetings and other administrative activities.

9. Documentation & Records

• a. Maintain quotations, invoices and service reports.
• b. Maintain AMC and service contract records and track renewal dates.
• c. Maintain records of maintenance complaints and their closure status.
• d. Prepare periodic administrative reports.

IT Related Works

• a. Provide L1 IT support office users for day-to-day system and IT related issues.
• b. Troubleshoot basic IT issues and coordinate with the IT team for issues that need further support.
• c. Support new users with system setup, access, and other basic IT requirements.
• d. Follow up with users and the IT team until the reported issues are resolved.
• e. Handle and coordinate the day-to-day IT requirements