HR & Admin Executive

MYCPE ONE; Surat; On-site; INR 600,000 - 1,200,000; Full time

Job summary

MYCPE ONE is seeking a Senior Executive – Administration Support to manage day-to-day office administration, facilities, housekeeping, travel desk, and office supplies in Surat. You will drive vendor coordination, ensure timely issue closure, and support events and MIS reporting.

Ideal candidates have 5–7 years in admin/facility operations, strong MS Excel skills, and a proactive, detail-oriented approach to improving processes.

Qualifications

• Graduate with 5–7 years in administration, facilities or office operations.
• Experience in vendor management and office support functions.
• Strong MS Excel, MIS reporting and presentation skills.

Responsibilities

• Manage day-to-day housekeeping operations and ensure cleanliness and hygiene.
• Coordinate with vendors, landlords, and internal teams for timely issue resolution.
• Oversee infrastructure, facility management, travel desk, supplies, and inventory.
• Plan and execute office events, engagement activities, and budgets for admin operations.
• Prepare daily/weekly MIS dashboards covering facilities, vendor performance, travels, and expenses.

Skills

administration & facility management

vendor management

MIS, Excel & data analysis

communication & coordination

Education

Graduate in any discipline

Tools

MS Excel

MIS reporting

Presentation tools

Job description

Role Purpose

The Senior Executive – Administration Support will be responsible for managing day-to-day office administration, facilities, housekeeping, travel desk, office supplies, infrastructure, and events. The role will ensure smooth office operations, timely closure of issues and snag points, effective vendor coordination, and continuous improvement through MIS reporting, tracking, and process efficiencies.

Key Responsibilities

1. Housekeeping & Office Hygiene

• Manage daily housekeeping operations and ensure high standards of cleanliness and hygiene.
• Coordinate with housekeeping vendors and monitor manpower, attendance, and service quality.
• Conduct regular floor/office inspections and identify gaps or service issues.
• Track housekeeping complaints and ensure closure within defined TAT.
• Maintain housekeeping-related MIS and performance reports.

2. Infrastructure & Facility Management

• Manage day-to-day office infrastructure and facility requirements.
• Monitor electrical, plumbing, civil, HVAC, furniture, fixtures, pantry, and other facility-related issues.
• Maintain a snag point tracker with issue details, ownership, priority, TAT, and closure status.
• Coordinate with internal teams, landlords, contractors, and vendors for timely resolution.
• Conduct regular facility inspections and proactively identify potential issues.
• Drive preventive maintenance and ensure critical infrastructure is maintained as per schedule.

3. Travel Desk Management

• Coordinate employee travel requirements including flights, hotels, local transportation, and other travel arrangements.
• Liaise with travel agencies and service providers.
• Ensure travel requests are processed within defined timelines and company policies.
• Track travel-related expenses and maintain MIS.
• Resolve travel-related queries and elevate exceptions where required.

4. Office Supplies & Inventory

• Manage office stationery, pantry supplies, consumables, and other administrative requirements.
• Maintain inventory records and ensure optimum stock levels.
• Raise purchase requests/POs as per defined processes.
• Coordinate with vendors for timely delivery and quality.
• Monitor consumption trends and identify opportunities for cost optimization.
• Maintain inventory and procurement MIS.

5. Events & Employee Engagement Support

• Coordinate office events, employee engagement activities, meetings, celebrations, and other administrative events.
• Manage venue, catering, logistics, vendors, material, and event-related requirements.
• Ensure events are delivered within approved budgets and timelines.
• Maintain event calendars, budgets, and post-event feedback/closure reports.

6. MIS & Operational Excellence

• Prepare and maintain daily/weekly/monthly MIS dashboards covering:
• Facility and infrastructure issues
• Snag points and TAT
• Housekeeping performance
• Vendor performance
• Travel desk activities
• Office supplies and inventory
• Events and administrative expenses
• Track SLA/TAT adherence and highlight overdue actions.
• Identify recurring issues, root causes, and opportunities for process improvement.
• Drive standardization, automation, and efficiency initiatives across administrative operations.
• Provide management with regular reports, trends, action points, and improvement recommendations.

7. Vendor & Stakeholder Management

• Coordinate with housekeeping, facility, maintenance, travel, stationery, catering, and other vendors.
• Monitor vendor performance against agreed SLAs and TAT.
• Maintain vendor records, service schedules, and performance trackers.
• Coordinate effectively with employees, HR, Finance, IT, Security, and other internal stakeholders.
• Escalate critical or delayed issues proactively.

Key Performance Indicators (KPIs)

• Facility/snags closure within agreed TAT/SLA
• Housekeeping service quality and complaint resolution
• Preventive maintenance compliance
• Travel request turnaround time
• Office supplies availability and inventory accuracy
• Vendor SLA and performance adherence
• Event execution within timelines and approved budgets
• MIS accuracy and timely reporting
• Reduction in recurring facility/admin issues
• Cost optimization and process efficiency improvements
• Stakeholder/employee satisfaction

Required Skills & Competencies

• Strong administration and facility management skills
• Good vendor and stakeholder management abilities
• Strong follow-up and coordination skills
• Excellent MIS, Excel, and data analysis capabilities
• Ability to track multiple activities and drive closure
• Strong problem-solving and ownership mindset
• Good communication and interpersonal skills
• Ability to identify process gaps and drive efficiencies
• Organized, proactive, and detail-oriented approach

Experience & Qualification

• Graduate in any discipline; relevant certification in Administration/Facility Management will be an advantage.
• Strong 5–7 years of experience in administration, facility management, office operations, or a similar role.
• Experience in managing multiple vendors and office support functions.
• Good working knowledge of MS Excel, MIS reporting, and presentation tools.

*Weekend presence required during planned activities and company events as applicable.