Office & Administration Executive

CHI Hi-tech Gaas Solutions; Gurugram District; On-site; INR 240,000 - 420,000; Full time

Job summary

CHI Hi-tech Gaas Solutions in Gurugram, India, seeks an Office & Facilities Administrator to oversee daily operations and ensure a well-organised, efficient workplace.

The role covers office administration, inventory, IT coordination and vendor management, with responsibilities for procurement, fleet and facility upkeep, and support for employee engagement activities.

Responsibilities

• Manage day-to-day office administration; keep the workspace organised and stocked.
• Procure and manage furniture, installations, repairs and relocations.
• Coordinate housekeeping, maintenance and facility-related needs.
• Maintain stock records, monitor usage and ensure timely replenishment.
• Oversee IT/telecom needs, including internet, phones and device provisioning.
• Coordinate with vendors for quotations, purchases, invoices and payments.
• Manage office access, visitors, travel and employee engagement events.
• Proactively identify upcoming requirements and resolve issues to keep the team running.

Job description

Key Responsibilities

Office & Facility Administration

• Manage day-to-day office administration and ensure the workplace is organised, well-maintained and adequately stocked.
• Manage furniture requirements, including procurement, installation, repairs, shifting and replacements.
• Coordinate housekeeping, maintenance, repairs and other facility-related requirements.
• Coordinate with team members to understand and fulfil their administrative and workplace requirements.

Inventory & Procurement

• Manage inventory of company components, including maintaining accurate stock records, monitoring usage, conducting periodic stock checks and ensuring timely replenishment.
• Manage inventory and timely replenishment of stationery, kitchen supplies, snacks, drinking water and cleaning materials.
• Coordinate office and component purchases, obtain quotations where required, and liaise with suppliers and vendors.
• Maintain records of purchases, inventory, invoices, warranties and other relevant documentation.

IT, Internet & Telecommunications

• Manage internet and telephone connections, including installations, renewals, bills, repairs and troubleshooting, and liaise with telecom/service providers.
• Coordinate with the IT team/vendor for laptops, accessories, printers, software and other employee requirements.
• Ensure new team members receive the required equipment and office essentials, and coordinate collection/return of company equipment when required.

Vendor & General Coordination

• Coordinate with accounts, IT, telecom, housekeeping, maintenance and other vendors for quotations, purchases, invoices, payments, documentation and timely completion of work.
• Maintain updated vendor records and a calendar of recurring payments, renewals, maintenance and service requirements.
• Coordinate courier, dispatch and incoming/outgoing shipments as required.
• Manage office access, keys, visitors and other basic office arrangements.
• Assist with travel, meetings, events, team lunches, celebrations and other employee-engagement activities as required.
• Assist management with ad-hoc administrative tasks and projects.
• Proactively identify upcoming requirements and resolve issues before they impact the team.