Walk-in | Administration Executive

Immacule Life Sciences; Ahmedabad District; On-site; INR 450,000 - 650,000; Full time

Job summary

Immacule Life Sciences in Ahmedabad is seeking an experienced Office Administrator to oversee day-to-day corporate office operations, facilities, housekeeping, security and procurement. The role includes vendor management, budget oversight and MIS reporting, with focus on compliance and efficient service delivery.

The ideal candidate is graduate/postgraduate with 5–10 years of relevant experience, strong communication and stakeholder management skills, and proficiency in MS Office/ERP systems.

Qualifications

• Graduate or postgraduate with 5–10 years’ experience in corporate Office Admin or Facility Management.
• Experience in managing corporate office facilities, housekeeping, security and reception.
• Strong communication, negotiation, problem-solving and stakeholder management skills.
• Proficiency in MS Office and administrative/ERP systems.

Responsibilities

• Manage day-to-day operations of the corporate office.
• Ensure proper functioning and maintenance of office infrastructure, furniture, electrical systems, HVAC, pantry.
• Maintain office discipline, cleanliness and workplace standards.
• Coordinate office shifting, expansion, renovation and facility projects.
• Maintain administrative records, checklists, assets and documentation.
• Coordinate AMC and preventive maintenance of AC/HVAC, electrical systems, DG, UPS, CCTV, access control, fire safety.
• Monitor office utilities and ensure timely resolution of maintenance issues.
• Manage housekeeping, security guards, reception and support staff; monitor attendance.
• Identify, evaluate and coordinate with administration vendors; manage contracts and invoices.
• Coordinate employee transportation, travel and accommodation; support engagement activities.
• Manage procurement of stationery, pantry items, furniture; maintain stock levels.
• Ensure compliance with statutory requirements related to office administration and safety.
• Prepare and monitor the annual administration budget; track expenses.
• Prepare monthly administration MIS and expense reports; develop SOPs and checklists.

Skills

Team handling

Coordination with departments

Negotiation and stakeholder management

Communication skills

MS Office & ERP proficiency

Education

Graduate or Postgraduate

Tools

MS Office

ERP systems

Job description

Role & responsibilities

1. Office Administration

• Manage day-to-day operations of the corporate office.
• Ensure proper functioning and maintenance of office infrastructure, furniture, electrical systems, HVAC, pantry and other facilities.
• Maintain office discipline, cleanliness and workplace standards.
• Coordinate office shifting, expansion, renovation and facility-related projects.
• Maintain administrative records, checklists, assets and documentation.

2. Facility & Maintenance Management

• Coordinate AMC and preventive maintenance of AC/HVAC, electrical systems, DG, UPS, CCTV, access control, fire safety and other equipment.
• Monitor office utilities, electricity, water, internet and other essential services.
• Ensure timely resolution of maintenance complaints and breakdowns.
• Conduct regular facility inspections and prepare action plans.

3. Housekeeping, Security & Support Services

• Manage housekeeping, security guards, office boys, reception and other support staff.
• Prepare duty rosters and monitor attendance and performance.
• Ensure proper cleaning, hygiene and sanitation standards.
• Coordinate with security agencies and implement office security procedures.
• Monitor visitor management and access-control systems.

4. Vendor & Contract Management

• Identify, evaluate and coordinate with administration vendors.
• Manage AMC, service contracts, quotations, work orders and renewals.
• Negotiate with vendors for competitive rates and quality services.
• Monitor vendor performance and ensure timely invoice processing.
• Maintain approved vendor database and service records.

5. Employee Administration

• Handle employee administrative requirements and workplace facilities.
• Manage ID cards, access cards, parking, seating arrangements and official communication facilities.
• Coordinate employee transportation, travel and accommodation wherever applicable.
• Support employee engagement activities, events and celebrations.

6. Procurement & Inventory

• Manage procurement of office stationery, pantry materials, housekeeping items, furniture and other administrative requirements.
• Maintain minimum/maximum stock levels.
• Coordinate purchase requisitions, PO, GRN and invoice processing with Purchase/Accounts.
• Maintain records of office assets and consumables.

7. Safety & Compliance

• Ensure compliance with applicable statutory requirements related to office administration, fire safety, labour and commercial establishment requirements.
• Coordinate fire drills, emergency preparedness and safety inspections.
• Maintain required licenses, certificates, AMC documents and compliance records.
• Coordinate with authorities, auditors and external agencies whenever required.

8. Budget & Cost Control

• Prepare and monitor the annual administration budget.
• Track monthly administrative expenses.
• Identify opportunities for cost optimization without compromising service quality.
• Control utility, facility, manpower and vendor-related expenses.

9. MIS & Reporting

• Prepare monthly administration MIS and expense reports.
• Maintain records of manpower, vendors, AMC, assets, utilities and facility-related expenses.
• Report major administrative issues and corrective actions to management.
• Develop SOPs, checklists and systems for effective administration.

  Preferred candidate profile

  Preferred Candidate Profile:

  • Graduate/Postgraduate with 510 years of experience in Corporate Office Administration, Facility Management or related functions.
  • Experience in managing corporate office facilities, housekeeping, security, reception and support services.
  • Good experience in team handling and coordination with internal departments and external agencies.
  • Strong communication, negotiation, problem-solving and stakeholder management skills.
  • Proficiency in MS Office and administrative/ERP systems.
  • Candidates from Pharma, Healthcare, Manufacturing or other corporate environments will be preferred.
  • Ahmedabad-based candidates or candidates willing to relocate to Ahmedabad will be preferred.