Position: Admin Officer / Executive Admin

Alok International Pvt Ltd; Gurugram District; On-site; INR 250,000 - 400,000; Full time

Job summary

Alok International Pvt Ltd in Gurugram invites an experienced Office Administrator to manage daily office operations, employee records, vendor coordination, asset inventory, travel arrangements, and general administrative tasks. You will collaborate with multiple departments to ensure smooth workflows and compliance with company policies.

The role emphasizes maintaining MIS reports, Excel records, attendance and asset tracking, and supporting senior management with ad hoc admin tasks and events.

Responsibilities

• Office Administration: Manage daily office administration and ensure smooth functioning of office facilities.
• Office Administration: Maintain office files, records, registers, documents, and administrative databases.
• Office Administration: Monitor office supplies, stationery, drinking water, housekeeping, and other requirements.
• Office Administration: Coordinate maintenance and repair of office infrastructure and equipment.
• Office Administration: Ensure proper cleanliness, discipline, and workplace facilities.
• Employee Administration: Maintain employee-related administrative records and documents.
• Employee Administration: Coordinate joining formalities, employee documentation, and exit formalities.
• Employee Administration: Maintain attendance and leave records in coordination with HR.
• Employee Administration: Coordinate employee requirements related to uniforms, ID cards, stationery, and other facilities.
• Employee Administration: Support employees with day-to-day administrative requirements.
• Vendor & Service Provider Coordination: Coordinate with vendors, contractors, housekeeping, security, maintenance agencies, and other service providers.
• Vendor & Service Provider Coordination: Obtain quotations and coordinate purchase/service requirements.
• Vendor & Service Provider Coordination: Follow up on pending orders, services, repairs, and payments.
• Vendor & Service Provider Coordination: Maintain vendor records and related documentation.
• Asset & Inventory Management: Maintain records of company assets, office equipment, furniture, computers, laptops, and other administrative items.
• Asset & Inventory Management: Track allocation, transfer, handover, and return of company assets.
• Asset & Inventory Management: Maintain administrative inventory and ensure timely replenishment of essential items.
• Travel & Meeting Coordination: Coordinate official travel, accommodation, transportation, and other arrangements.
• Travel & Meeting Coordination: Arrange meetings, conference rooms, refreshments, and related requirements.
• Travel & Meeting Coordination: Provide administrative support to senior management whenever required.
• MIS & Reporting: Prepare daily, weekly, and monthly administrative reports.
• MIS & Reporting: Maintain Excel-based records and MIS.
• MIS & Reporting: Prepare reports related to attendance, assets, vendors, expenses, stationery, and administrative activities.
• MIS & Reporting: Maintain proper documentation for management review.
• General Administration: Coordinate with different departments for administrative requirements.
• General Administration: Handle correspondence, courier, postal, and document movement.
• General Administration: Support company events, employee activities, meetings, and other internal programs.
• General Administration: Ensure compliance with company administrative policies and procedures.
• General Administration: Perform any other administrative duties assigned by management.

Job description

Role & responsibilities

Key Responsibilities

1. Office Administration

• Manage daily office administration and ensure smooth functioning of office facilities.
• Maintain office files, records, registers, documents, and administrative databases.
• Monitor office supplies, stationery, drinking water, housekeeping, and other requirements.
• Coordinate maintenance and repair of office infrastructure and equipment.
• Ensure proper cleanliness, discipline, and workplace facilities.

2. Employee Administration

• Maintain employee-related administrative records and documents.
• Coordinate joining formalities, employee documentation, and exit formalities.
• Maintain attendance and leave records in coordination with HR.
• Coordinate employee requirements related to uniforms, ID cards, stationery, and other facilities.
• Support employees with day-to-day administrative requirements.

3. Vendor & Service Provider Coordination

• Coordinate with vendors, contractors, housekeeping, security, maintenance agencies, and other service providers.
• Obtain quotations and coordinate purchase/service requirements.
• Follow up on pending orders, services, repairs, and payments.
• Maintain vendor records and related documentation.

4. Asset & Inventory Management

• Maintain records of company assets, office equipment, furniture, computers, laptops, and other administrative items.
• Track allocation, transfer, handover, and return of company assets.
• Maintain administrative inventory and ensure timely replenishment of essential items.

5. Travel & Meeting Coordination

• Coordinate official travel, accommodation, transportation, and other arrangements.
• Arrange meetings, conference rooms, refreshments, and related requirements.
• Provide administrative support to senior management whenever required.

6. MIS & Reporting

• Prepare daily, weekly, and monthly administrative reports.
• Maintain Excel-based records and MIS.
• Prepare reports related to attendance, assets, vendors, expenses, stationery, and administrative activities.
• Maintain proper documentation for management review.

7. General Administration

• Coordinate with different departments for administrative requirements.
• Handle correspondence, courier, postal, and document movement.
• Support company events, employee activities, meetings, and other internal programs.
• Ensure compliance with company administrative policies and procedures.
• Perform any other administrative duties assigned by management.