Executive/Senior Executive – Administration

Ambit Software; Pune District; On-site; INR 350,000 - 520,000; Full time

Job summary

Ambit Software in Pune is seeking an Administration Executive / Senior Executive to manage day-to-day office operations, facility maintenance, and vendor coordination in a fast‑paced environment. The role requires hands‑on experience in administration, strong communication, and the ability to handle AMCs, asset registers, travel logistics, payments, and compliance.

You will utilize modern digital tools and AI assistants to drive productivity and workplace efficiency, while maintaining

Qualifications

• Strong hands-on experience in Office Administration, Facility Management, and Vendor Management.
• Experience in managing infrastructure maintenance, AMCs, office assets, and administrative operations.
• Strong Microsoft Excel and Word skills (Pivot Tables, VLOOKUP/XLOOKUP, basic formulas; Word formatting).
• Comfortable using AI tools to improve productivity and efficiency.
• Excellent verbal and written communication skills.

Responsibilities

• Ensure smooth day-to-day office administration and overall workplace management.
• Maintain office cleanliness, hygiene, safety, and a well-organized working environment.
• Oversee facility management, including electrical, plumbing, HVAC, internet connectivity, office equipment, and infrastructure maintenance.
• Coordinate with vendors, service providers, housekeeping, security agencies, electricians, plumbers, and other maintenance partners.
• Manage Annual Maintenance Contracts (AMCs) for office facilities and equipment, ensuring timely renewals and service delivery.
• Supervise office repairs, preventive maintenance, installations, and infrastructure improvement activities.
• Handle procurement of office supplies, consumables, furniture, and administrative assets while ensuring cost optimization.
• Maintain office asset registers, inventory records, and vendor documentation.
• Manage courier services, inward/outward dispatch, and administrative logistics.
• Manage employee travel arrangements, including ticket bookings, hotel accommodations, local transportation, and related travel logistics.
• Handle petty cash, process vendor bills, maintain invoices, and support timely payment coordination.
• Prepare and maintain administrative MIS reports and documentation.
• Coordinate office seating arrangements and employee administrative requirements.
• Ensure compliance with office safety standards, statutory administrative requirements, and company policies.
• Manage Mathadi labour activities and related compliance, wherever applicable.
• Support logistics for office events, employee engagement activities, and internal administrative initiatives as required.
• Act as the primary point of contact for all office administration and facility-related requirements.
• Identify operational improvement opportunities and recommend process enhancements to management.
• Support business continuity by ensuring uninterrupted office operations.

Skills

Office Administration

Facility Management

Vendor Management

Excel

Word

AI tools

Communication

Coordination

Documentation

Multitasking

Integrity

Job description

Location: Pune Experience: 3–8 Years Employment Type: Full-time Working Days: Monday to Saturday

Role Overview

We are looking for a proactive, resourceful, and tech-savvy Administration Executive / Senior Executive to manage the day-to-day administrative and facility operations of the organization. This is a pure administration role focused on ensuring seamless office operations, infrastructure management, vendor coordination, statutory compliance related to administration, and overall workplace efficiency. The ideal candidate should possess strong administrative experience, excellent communication skills, hands‑on exposure to modern digital tools and AI applications, and the ability to independently manage office operations. Candidates with experience in Mediclaim management and exposure to Mathadi labour coordination and compliance will be preferred.

Key Responsibilities

1. Ensure smooth day-to-day office administration and overall workplace management.
2. Maintain office cleanliness, hygiene, safety, and a well‑organized working environment.
3. Oversee facility management, including electrical, plumbing, HVAC, internet connectivity, office equipment, and infrastructure maintenance.
4. Coordinate with vendors, service providers, housekeeping, security agencies, electricians, plumbers, and other maintenance partners.
5. Manage Annual Maintenance Contracts (AMCs) for office facilities and equipment, ensuring timely renewals and service delivery.
6. Supervise office repairs, preventive maintenance, installations, and infrastructure improvement activities.
7. Handle procurement of office supplies, consumables, furniture, and administrative assets while ensuring cost optimization.
8. Maintain office asset registers, inventory records, and vendor documentation.
9. Manage courier services, inward/outward dispatch, and administrative logistics.
10. Manage employee travel arrangements, including ticket bookings, hotel accommodations, local transportation, and related travel logistics.
11. Handle petty cash, process vendor bills, maintain invoices, and support timely payment coordination.
12. Prepare and maintain administrative MIS reports and documentation.
13. Coordinate office seating arrangements and employee administrative requirements.
14. Ensure compliance with office safety standards, statutory administrative requirements, and company policies.
15. Manage Mathadi labour activities and related compliance, wherever applicable.
16. Support logistics for office events, employee engagement activities, and internal administrative initiatives as required.
17. Act as the primary point of contact for all office administration and facility‑related requirements.
18. Identify operational improvement opportunities and recommend process enhancements to management.
19. Support business continuity by ensuring uninterrupted office operations.

Required Skills

1. Strong hands‑on experience in Office Administration, Facility Management, and Vendor Management.
2. Experience in managing infrastructure maintenance, AMCs, office assets, and administrative operations.
3. Strong Microsoft Excel and Word skills (Excel: Pivot Tables, VLOOKUP/XLOOKUP, basic formulas; Word: document formatting, drafting HR letters, and basic formatting tools).
4. Comfortable using everyday digital workplace tools and AI applications such as ChatGPT, Claude, Microsoft Copilot, or similar AI assistants to improve productivity and administrative efficiency.
5. Excellent verbal and written communication skills.
6. Strong coordination and negotiation skills.
7. Good documentation and record management skills.
8. Strong ability to manage multiple priorities, respond to urgent operational issues, and deliver within established timelines.
9. Resourceful, proactive, and solution‑oriented mindset.
10. High level of integrity while handling confidential administrative information.