Sr. Executive - Administration

Group Bayport; Gandhinagar; On-site; INR 350,000 - 600,000; Full time

Job summary

Group Bayport is seeking an Admin Executive to support day-to-day office administration and facility operations, coordinating vendors and ensuring workplace standards.

You will handle employee services, front-office coordination, housekeeping, safety, MIS reporting, and asset management, with a proactive, service-oriented approach.

Qualifications

• Experience in office administration and facility operations.
• Ability to coordinate with multiple service providers and vendors.
• Strong follow-up and service-orientation.
• Proactive and organized with attention to detail.

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 admin service requests and ensure timely closure.
• Coordinate with housekeeping, security, pantry, maintenance, pest-control and other facility providers.
• Monitor vendor attendance, service quality and SLA adherence.

Skills

Vendor coordination

Workplace safety

Housekeeping management

MIS reporting

Office administration

Tools

MS Office

Job description

Department: Administration / Facility Management

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 Responsibilities

1. 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.
• 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.
• 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.

Required Skills