Confidential (posted by a recruitment agency)
Bangalore, Karnataka · On-site · Full-time · 4-6 years experience
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Senior Executive – Administration
1. Job Purpose
To manage and coordinate day-to-day administrative operations, facility and building maintenance, vendor management, corporate travel arrangements, visa processing and HR administrative support. The role requires strong coordination, communication, organisational and Advanced MS Excel skills to ensure smooth and efficient office operations.
2. Key Roles & Responsibilities
A. Vendor Management & Procurement
• Identify, evaluate and coordinate with vendors for office administration and facility-related requirements.
• Obtain quotations, negotiate commercial terms and maintain vendor agreements.
• Monitor vendor performance, service quality and timely delivery.
• Process purchase requests, work orders, invoices and payment follow-ups.
• Maintain vendor databases, AMC records and service contracts.
• Ensure cost-effective procurement of office supplies, equipment and other administrative requirements.
B. Building & Facility Maintenance
• Manage day-to-day office infrastructure and facility maintenance activities.
• Coordinate electrical, plumbing, HVAC, housekeeping, security and other maintenance services.
• Monitor building upkeep, cleanliness, safety and overall workplace infrastructure.
• Coordinate preventive maintenance, repairs and Annual Maintenance Contracts (AMC).
• Ensure timely resolution of facility-related complaints and employee requirements.
• Maintain records of maintenance schedules, expenses and service reports.
C. Travel Desk & Corporate Travel Coordination
• Coordinate domestic and international travel arrangements for employees, management and visitors.
• Handle flight bookings, hotel reservations, airport transfers, local transportation and vehicle arrangements.
• Coordinate travel itineraries, ticket cancellations, rescheduling and travel changes.
• Manage corporate travel agencies and negotiate competitive travel rates.
• Maintain travel records, employee travel schedules and expense statements.
• Coordinate travel arrangements for overseas visitors and senior management.
• Ensure travel arrangements comply with company policies and approved budgets.
D. Visa & Immigration Processing
• Coordinate domestic and international visa applications for employees travelling on business assignments.
• Prepare and verify visa documentation, application forms and supporting documents.
• Coordinate with embassies, consulates, visa agencies and travel partners.
• Track visa application status, appointments, approvals and passport submissions.
• Maintain records of passport details, visa validity and travel documentation.
• Ensure timely completion of visa formalities before scheduled travel.
E. HR Administrative Support
• Support the HR team in employee onboarding and joining formalities.
• Maintain employee documentation, personal files and administrative records.
• Assist with attendance, leave records and HRMS updates.
• Coordinate employee ID cards, access cards and other employee-related administrative requirements.
• Support employee engagement activities, meetings and internal events.
• Assist in preparing HR reports, employee communication and documentation.
• Coordinate with employees and department heads for routine HR and administrative requirements.
F. MIS Reporting & Advanced MS Excel
• Prepare and maintain administrative MIS reports using Advanced MS Excel.
• Develop trackers for vendor payments, procurement, travel expenses, maintenance costs and office inventory.
• Prepare monthly administrative expense reports and budget utilisation statements.
• Use Pivot Tables, VLOOKUP, XLOOKUP, IF formulas, SUMIFS, COUNTIFS, conditional formatting and data validation.
• Prepare dashboards and management reports for administrative activities.
• Maintain accurate databases and ensure timely submission of reports.
• Identify opportunities to improve reporting efficiency through Excel automation and structured data management.
G. General Office Administration
• Manage office supplies, stationery, assets and inventory.
• Monitor housekeeping, security and other outsourced services.
• Coordinate meeting room arrangements, visitor management and conference facilities.
• Maintain administrative documentation, records and compliance-related registers.
• Support management meetings, employee events and other office activities.
3. Educational Qualification
• Bachelor’s Degree in Business Administration, Commerce, Management or a relevant discipline.
• MBA in HR / Administration will be an added advantage.
4. Experience & Skills Required
• 4–6 years of relevant experience in Administration, Facility Management and Travel Desk Operations.