Administration Executive

Job Description

Hiring for Administration Executive at Vashi Integrated Solutions

About Company:

Vashi Integrated Solutions is a well-established and prominent player in the electrical and industrial supply industry in India. Founded in 1978, Vashi Integrated Solutions has built a strong reputation for its comprehensive range of electrical products and solutions, catering to a diverse customer base that includes industrial, commercial, and residential sectors.

Job Description Admin Executive

Position: Admin Executive

Department: Administration

Employment Type: Full-Time

Location: Turbhe

Key Responsibilities

• Manage day-to-day office administration and ensure smooth functioning of office operations.
• Handle incoming calls, emails, correspondence, visitor management, and general administrative enquiries.
• Coordinate with employees, vendors, clients, and service providers for administrative and facility-related requirements.
• Maintain office records, documents, databases, contracts, and other administrative files.
• Manage office stationery, pantry supplies, housekeeping materials, and other office inventory.
• Coordinate with vendors for housekeeping, security, maintenance, pest control, courier services, and Annual Maintenance Contracts (AMC).
• Raise purchase requisitions, track purchase orders, verify vendor invoices, and coordinate with the Accounts team for timely payments.
• Monitor office infrastructure, including electrical, air-conditioning, furniture, office equipment, and maintenance activities.
• Maintain records of office assets such as laptops, ID cards, access cards, furniture, and other company assets.
• Ensure office cleanliness, workplace safety, and adherence to administrative policies and office discipline.
• Coordinate meeting room bookings, internal meetings, company events, employee engagement activities, and visitor arrangements.
• Arrange travel, accommodation, transportation, and logistics for employees and management whenever required.
• Support HR in onboarding activities, including workstation setup, ID cards, access cards, stationery, and employee documentation.
• Coordinate employee exit formalities related to asset collection, ID cards, access cards, and administrative clearances.
• Prepare and maintain administrative MIS reports, vendor trackers, asset registers, attendance-related records, and other administrative documentation.
• Ensure timely renewal and maintenance of vendor contracts, AMCs, licences, and other facility-related documents.
• Identify opportunities to improve administrative processes, optimize office operations, and ensure cost-effective facility management.

Skills Required

• Good communication and interpersonal skills.
• Strong coordination and vendor management abilities.
• Proficiency in MS Office (Excel, Word, PowerPoint, and Outlook).
• Good documentation and record-keeping skills.
• Ability to manage multiple tasks and prioritize work effectively.
• Strong problem-solving, follow-up, and organizational skills.
• Attention to detail and time management.

Qualification

• Graduate in any discipline (B.Com, BBA, BA, or equivalent).

Experience

• 1-4 years of experience in Administration, Office Administration, or Facility Management.
• Experience in vendor coordination, asset management, and office operations is preferred.

Preferred Candidate Profile

• Experience in handling end-to-end office administration and facility management.
• Good knowledge of vendor coordination, purchase processes, invoice tracking, and administrative reporting.
• Comfortable working in a fast-paced corporate environment with strong coordination across multiple departments.
• Proactive, responsible, and able to handle confidential administrative information professionally.

Vashi Integrated Solutions | Excellence Every Time

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