Administrative Executive

Vadilal Industries USA Inc.; Bristol Township (Bucks County); On-site; USD 42,000 - 64,000; Full time

Job summary

Vadilal Industries USA Inc. seeks an organized HR & Admin professional to support daily operations, onboarding, travel, and vendor coordination.

You will assist in events, manage seating for new joiners, handle invoices, and maintain confidential records, ensuring smooth office operations and compliance with policies.

Qualifications

• Experience providing admin and HR support within an office environment.
• Ability to coordinate events and onboarding activities.
• Strong organizational and records-management skills.

Responsibilities

• Assist in event planning and employee engagement activities.
• Coordinate onboarding and seating for new joiners with approvals.
• Arrange ID cards and business cards per eligibility and approval.
• Facilitate issuance of phones and SIM cards for travel or international assignments.
• Manage office supplies, stationery, and purchase orders.
• Maintain records of admin expenses and process invoices for vendors.
• Handle correspondence, courier management, and documentation.
• Oversee daily office operations and ensure a clean, well-organized workplace.
• Coordinate with vendors, negotiate rates, and manage contracts (staffing, services).
• Support travel arrangements and expense management for employees.

Skills

Event planning

Vendor management

HR & Admin support

Education

Bachelor’s degree in HR/Business

Tools

MS Office

HRIS

Job description

· Assist in event planning, employee engagement activities, and training sessions.· Coordinate sitting arrangements for new joiners with prior approval.· Arrange ID cards for new employees and business cards as per eligibility and approval.· Facilitate the issuance and activation of phones and SIM cards for new joiners and employees traveling internationally.· Manage office supplies, stationery, and oversee purchase orders for office operations.· Maintain records of office/admin expenses, ensuring proper documentation, budgeting, and monthly expense provisions.· Process all admin-related invoices and ensure timely payments to external vendors.· Handle business-related correspondence, courier management, and ensure proper tracking.· Oversee daily office operations to maintain a well-functioning workplace.· Ensure the cleanliness and organization of common office areas.· Coordinate with vendors and contractors, negotiate rates, and manage contracts (temporary staffing, housekeeping, security, services, etc· Oversee safety protocols and prepare reports to ensure a safe work environment.· Address and resolve admin-related complaints from employees and management.· Assist in scheduling meetings, preparing reports, and maintaining documentation.· Support travel arrangements and expense management for employees.· Maintain confidential company records and ensure proper documentation.· Perform other HR & Admin-related activities as assigned from time to time.