Administrative Executive/Manager

Company Overview

Not specified.

Job Summary

The Administrative Executive/Manager will oversee all aspects of administrative operations across the organization. This role requires a strategic thinker who can implement systems, manage office infrastructure, support cross-functional teams, and ensure that all administrative processes contribute to operational efficiency and organizational success. The ideal candidate will possess a strong background in office administration, vendor and facilities management, team supervision, and cross-departmental coordination.

Responsibilities

• Office Operations Management

  • Oversee day-to-day office operations across multiple departments or locations.
  • Develop, implement, and maintain office administrative systems, policies, and procedures.
  • Monitor and maintain office equipment; ensure timely repairs or replacements.
  • Ensure a clean, safe, and productive work environment by managing office cleanliness, workspace allocation, and workplace health and safety compliance.

• Team Supervision and Development

  • Lead and supervise a team of administrative staff, including office assistants and support staff.
  • Assign roles, delegate responsibilities, and monitor performance.
  • Conduct regular training and performance reviews; identify skill gaps and organize development plans.
  • Foster a professional and supportive team culture.

• Facility, Asset & Housekeeping Management

  • Oversee day-to-day maintenance of office infrastructure, including HVAC and other utilities.
  • Implement and monitor security protocols for personnel and assets.
  • Maintain a comprehensive inventory of all fixed assets and track their lifecycle.
  • Supervise housekeeping staff to ensure cleanliness and hygiene across all office areas.

• Administrative Reporting & Coordination

  • Prepare and maintain various administrative reports related to utility consumption, security incident reports, and vendor performance.
  • Coordinate with internal departments, vendors, and contractors to ensure compliance with service level agreements.

• Vendor and Contract Management

  • Manage relationships with external vendors and service providers; review and negotiate contracts for cost-effectiveness.

• Procurement and Inventory Control

  • Manage procurement of office supplies and equipment; develop budgets for administrative purchases.

• Compliance and Documentation

  • Ensure adherence to internal policies and external legal or regulatory requirements; maintain accurate administrative records.

• Travel and Event Coordination

  • Manage travel arrangements and organize company events, meetings, off-sites, and conferences.

• Budgeting and Reporting

  • Develop and monitor the administration department budget; prepare regular reports on administrative costs and efficiency improvements.

Qualifications

• Education:

  • Bachelor’s degree in Business Administration, Management, Facilities Management, or a related field.
  • A Master's degree or diploma in Office Management / Operations is preferred but not mandatory.

• Experience:

  • Minimum 5-12 years of progressive experience in administrative or office management roles, with at least 3 years in a supervisory capacity.
  • Experience in managing multi-location offices or large teams is highly desirable.

• Technical Skills:

  • Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
  • Familiarity with office management software and ERP systems (e.g., SAP, Oracle, Zoho).
  • Knowledge of local labor laws, office safety norms, and compliance regulations.

• Soft Skills:

  • Strong leadership, team-building, and interpersonal skills.
  • Excellent verbal and written communication skills.
  • High attention to detail with excellent organizational and problem-solving abilities.
  • Ability to multitask and prioritize in a fast-paced environment.
  • Discreet, trustworthy, and able to handle confidential information professionally.

Preferred Skills

• Administrative Operations
• Vendor & Stakeholder Management
• Facility Management
• Vehicle Management
• Travel Management
• Security Management
• Record Keeping & Documentation
• Housekeeping Management

Experience

Minimum 5-12 years of experience in administrative or office management roles with supervisory responsibilities.

Environment

The role is based in Minto Park, Kolkata, and may require collaboration across multiple locations. Typical work environment includes both office settings and overseeing outdoor facilities.

Salary

Salary range is 30,000 to 45,000 INR per month.

Growth Opportunities

Opportunities for training and professional development are available, along with performance-based incentives and annual appraisals.

Benefits

• Performance-based incentives.
• Opportunities for training and professional development.