Senior Administration Executive

Matid Technologies; Zone 7 Ambattur; On-site; INR 300,000 - 420,000; Full time

Job summary

Matid Technologies is seeking a capable Administration & Facilities Coordinator in Tamil Nadu to manage vendor relationships, coordinate transport, facilities, and security, and support audits and cost control.

You will oversee office maintenance, asset records, stationary management, safety compliance, and coordination of events, trainings, and visits, ensuring smooth daily operations in a dynamic workplace.

Responsibilities

• Manage and coordinate vendor relationships and renewal of AMC/service contracts.
• Coordinate employee requirements related to transport, facilities, ID/access cards, seating and admin services.
• Coordinate employee transportation/cab-related activities.
• Address employee administrative queries and ensure timely resolution.
• Support employee engagement activities and company events.
• Monitor office utilities including electricity, water, AC and other facilities.
• Coordinate office maintenance, repairs and external service providers.
• Support office shifting, expansion, renovation and infrastructure activities.
• Maintain records of office assets, furniture, equipment and other administration items.
• Coordinate logistics for meetings, events, trainings and management visits.
• Conduct periodic physical verification of assets.
• Coordinate issuance, transfer, repair and disposal of administrative assets.
• Monitor stationery and office consumables and maintain stock.
• Maintain administration-related records, registers, contracts and statutory documents.
• Ensure licenses, AMC documents and facility compliance records are maintained.
• Support audits related to administration.
• Prepare periodic administrative reports and MIS.
• Monitor administration expenses and support cost control.
• Obtain quotations and compare proposals for admin purchases/services.
• Identify opportunities to reduce administrative and facility costs.
• Ensure expenses are within approved budgets.
• Verify vendor invoices and submit for approval/payment.
• Maintain confidentiality of organizational data and sensitive information.
• Coordinate security operations and access control for employees, visitors and contractors.
• Monitor security personnel deployment and attendance.
• Coordinate with security agencies on operational and compliance matters.
• Support implementation of workplace safety and emergency preparedness requirements.
• Supervise housekeeping staff to ensure efficient daily operations and high cleanliness standards.
• Maintain office security by following SOPs and monitoring access to premises.
• Prepare and coordinate HR-related letters and administrative correspondence.

Job description

KEY RESPONSIBILITIES

• Manage and coordinate vendor relationships, including vendor communication, service coordination and performance monitoring & Renewal of Annual Maintence Contract.
• Coordinate employee requirements related to transport, facilities, ID cards, access cards, Seating and other administrative services.
• Manage employee transportation/cab-related coordination.
• Address employee administrative queries and ensure timely resolution.
• Support employee engagement activities and company events.
• Monitor office utilities such as electricity, water, air-conditioning and other facility requirements.
• Coordinate office maintenance, repairs and breakdowns with internal teams and external service providers.
• Support office shifting, expansion, renovation and infrastructure-related activities.
• Maintain records of office assets, furniture, equipment and other administrative items.
• Coordinate logistics for meetings, events, training programs and management visits.
• Conduct periodic physical verification of assets.
• Coordinate issuance, transfer, repair and disposal of administrative assets.
• Monitor stationery and other office consumables and maintain adequate stock.
• Maintain administration-related records, registers, contracts and statutory documents.
• Ensure required licenses, AMC documents and facility-related compliance records are maintained.
• Support internal, external and statutory audits related to administration.
• Prepare periodic administrative reports and MIS.
• Monitor administration expenses and support effective cost control.
• Obtain quotations and compare commercial proposals for administrative purchases/services.
• Identify opportunities to reduce unnecessary administrative and facility costs.
• Ensure expenses are within approved budgets.
• Verify vendor invoices and submit them ontime for approval/payment.
• Maintain confidentiality of organizational data, documents, and sensitive information.
• Coordinate security operations and ensure proper access control for employees, visitors and contractors.
• Monitor security personnel deployment and attendance.
• Coordinate with security agencies on operational and compliance matters.
• Support implementation of workplace safety and emergency preparedness requirements.
• Supervise, manage, and coordinate housekeeping staff to ensure efficient daily operations and consistently high standards of cleanliness and service.
• Maintain office security by following established SOPs and monitoring and controlling access to the premises.
• Prepare and coordinate HR-related letters and documents, including employee communication and other administrative correspondence.