Senior Executive - Administration

Group Bayport; Gujarat; On-site; INR 500,000 - 700,000; Full time

Job summary

Group Bayport is seeking a Sr. Admin Executive to handle day-to-day administration and facility operations at Gandhinagar, Gujarat. The role expects proactive coordination with vendors, maintenance teams and internal stakeholders to ensure smooth workplace functioning.

You will manage reception, pantry, housekeeping, safety compliance, and event support while coordinating seating, room readiness, and office movements. This is an in-person, on-site position offering comprehensive admin duties.

Qualifications

• Highly organized and proactive with strong follow-up skills.
• Service-oriented approach to handling employee service requirements.

Responsibilities

• Manage day-to-day office and facility operations.
• Ensure upkeep of workstations, meeting rooms, reception, pantry, washrooms and common areas.
• Coordinate preventive and breakdown maintenance for office infrastructure and equipment.
• Track service requests and ensure timely closure.
• Coordinate housekeeping, security, pantry and maintenance vendors; monitor SLA adherence.
• Support seating, workstation allocation, and internal moves for employees.
• Coordinate meeting-room readiness and internal meetings logistics.
• Assist with employee engagement activities and office events.
• Oversee visitor management, reception standards and VIP visit support.
• Monitor hygiene, consumables, stock levels and pantry operations.
• Support safety compliance, incident reporting and documentation.
• Coordinate procurement for office supplies and assets; maintain records.
• Prepare MIS and status reports for management.

Skills

Vendor coordination

Facility management

Office administration

Maintenance coordination

Job description

Job Description: Sr. Admin Executive

Department: Administration / Facility Management

Location: Gandhinagar, Gujarat

Reporting To: AGM – Administration

Job Purpose

The Admin Executive will support smooth day-to-day office administration and facility operations by coordinating vendors, maintaining workplace standards, handling employee service requirements, monitoring administrative activities, and ensuring timely closure of operational issues.The role requires a highly organized and proactive individual with strong follow-up skills and a service-oriented approach.

Key Responsibilities1. Office & Facility Administration

• Manage day-to-day office and facility operations.
• Ensure proper upkeep of workstations, meeting rooms, reception, pantry, washrooms, common areas, and other office facilities.
• Conduct regular facility rounds and identify maintenance, housekeeping, hygiene, and safety concerns.
• Coordinate preventive and breakdown maintenance for office infrastructure and equipment.
• Track administrative service requests and ensure timely closure.

2. Vendor Management

• Coordinate with housekeeping, security, pantry, maintenance, pest-control, and other facility service providers.
• Monitor vendor manpower attendance, deployment, service quality, and SLA adherence.
• Follow up with vendors for timely resolution of service issues.
• Verify service records and support invoice/billing documentation.
• Escalate recurring service deficiencies to the Administration Manager.

3. Employee & Workplace Support

• Address employees' day-to-day administration and facility-related requirements.
• Support seating arrangements, workstation allocation, new-joiner readiness, and internal office movements.
• Coordinate meeting-room readiness and arrangements for internal meetings.
• Provide administrative support for employee engagement activities and office events.

4. Visitor & Front-Office Coordination

• Ensure professional reception and visitor-management standards.
• Coordinate visitor access, meeting-room arrangements, refreshments, and other requirements.
• Support arrangements for VIP and senior-management visits.

5. Housekeeping, Pantry & Hygiene

• Monitor housekeeping schedules, cleaning standards, and consumable availability.
• Ensure pantry operations meet expected hygiene and service standards.
• Monitor washroom cleanliness, hygiene supplies, and odor-control requirements.
• Maintain appropriate stock levels of housekeeping, pantry, and office consumables.

6. Safety & Compliance

• Support compliance with workplace safety and security requirements.
• Report unsafe conditions, incidents, or facility risks promptly.
• Maintain relevant administration, vendor, maintenance, and safety documentation.
• Support emergency preparedness activities and periodic safety checks.

7. Procurement & Inventory

• Coordinate requirements for office supplies, consumables, furniture, and administrative services.
• Obtain quotations and support vendor/commercial comparisons as required.
• Maintain records of administrative assets, inventory, and consumable stock.
• Monitor consumption to minimize unnecessary expenditure and wastage.

8. MIS & Reporting

• Maintain daily/weekly/monthly administrative trackers.
• Track open service requests, pending maintenance activities, vendor issues, and target closure dates.
• Prepare periodic MIS and status reports for management.
• Maintain documentation including contracts, invoices, quotations, service reports, checklists, and supporting records.

Pay: ₹500,000.00 - ₹700,000.00 per year

Work Location: In person