Administrative Executive

About AiSensy
AiSensy is a WhatsApp-based Engagement and Marketing Platform that enables businesses to drive customer engagement, retention, and revenue growth through WhatsApp.
Trusted by over 250,000 businesses, AiSensy facilitates more than 800 crore WhatsApp messages annually between businesses and their customers. The platform powers billions of customer interactions every year and continues to scale rapidly.
AiSensy works with leading brands such as Adani Group, Delhi Transport Corporation, Vivo, PhysicsWallah, Godrej, Aditya Birla Hindalco, Wipro, Asian Paints, India Today Group, Skullcandy, Yakult, and Cosco.
AiSensy is a mission-driven, high-growth startup backed by Marsshot.vc, Bluelotus.vc, and 50+ angel investors.
About the Role
We are looking for a proactive, organized, and detail-oriented Admin Executive to manage the day-to-day administrative and workplace operations at AiSensy.
You will be responsible for ensuring the office runs smoothly by managing vendors, facilities, procurement, office supplies, employee requirements, events, travel logistics, and administrative documentation.
This role is ideal for someone who enjoys taking ownership, coordinating with multiple stakeholders, solving operational problems, and creating a smooth workplace experience for employees.
Key Responsibilities
Office Administration & Workplace Operations
Manage day-to-day office administration and workplace operations.
Ensure the office is well-maintained, organized, and adequately equipped.
Coordinate housekeeping, pantry, maintenance, security, facility management, and other workplace services.
Monitor office supplies and ensure timely availability of stationery, pantry items, and other essentials.
Maintain administrative records, documents, and operational checklists.
Address employee workplace requirements and coordinate timely resolution.
Vendor Management & Procurement
Manage relationships with office vendors, suppliers, facility partners, and service providers.
Source quotations, compare vendors, negotiate pricing, and coordinate purchases.
Handle procurement of office supplies, furniture, equipment, pantry requirements, and other administrative needs.
Track vendor performance, contracts, renewals, AMCs, and service agreements.
Ensure timely delivery of products and services while maintaining cost efficiency.
Finance & Invoice Coordination
Collect and maintain vendor quotations, invoices, purchase orders, and related documents.
Coordinate with the Finance team for invoice processing and vendor payments.
Track pending invoices and payment follow-ups.
Maintain accurate records of administrative expenses and procurement activities.
Employee & Workplace Support
Support employee requirements related to office facilities and workplace services.
Coordinate seating arrangements, workstations, access cards, and other workplace requirements.
Assist with employee onboarding-related administrative arrangements.
Support employee engagement initiatives and ensure a positive workplace experience.
Events & Engagement
Coordinate internal events, celebrations, team activities, town halls, and employee engagement initiatives.
Manage event logistics including venues, vendors, food, transportation, supplies, and other arrangements.
Coordinate with internal teams and external vendors to ensure smooth execution of events.
Travel & Logistics
Coordinate business travel, hotel bookings, transportation, and other logistics when required.
Support leadership and employee travel arrangements.
Manage logistics for meetings, offsites, conferences, and company initiatives.
Compliance & Documentation
Maintain accurate administrative and vendor documentation.
Ensure timely renewal of contracts, licenses, AMC agreements, and other office-related documentation.
Maintain records related to facility management, vendors, procurement, and expenses.
Support internal audits and administrative compliance requirements when required.
Required Qualifications
Bachelor's degree in any discipline.
2–4 years of experience in Administration, Office Administration, Workplace Operations, Facilities, or a similar role.
Hands-on experience managing office operations and facilities.
Experience managing vendors, procurement, quotations, and negotiations.
Experience coordinating office supplies, housekeeping, pantry, maintenance, and facility requirements.
Good understanding of invoice management and coordination with Finance teams.
Strong organizational and coordination skills.
Excellent communication and interpersonal skills.
Good working knowledge of Google Workspace, MS Office, Excel/Google Sheets, or similar productivity tools.
Ability to manage multiple tasks and priorities independently.
Preferred Qualifications
Experience working in a startup, SaaS, technology, or high-growth company.
Experience managing multiple vendors and service providers.
Experience handling office events, employee engagement activities, and travel logistics.
Familiarity with procurement and expense management processes.
Strong negotiation and vendor management skills.
What We're Looking For
Strong ownership: Takes responsibility and follows tasks through to completion.
Highly organized: Can manage multiple administrative activities without losing track of details.
Proactive: Identifies workplace issues before they become problems.
Strong coordinator: Comfortable working with employees, vendors, Finance, HR, and leadership.
Problem solver: Can quickly find practical solutions to day-to-day operational challenges.
Cost conscious: Able to negotiate and make efficient procurement decisions.
Service-oriented: Focused on creating a smooth and positive workplace experience.
Why Join AiSensy?
Be part of one of India's fastest-growing WhatsApp-first SaaS companies.
Work in a fast-paced and entrepreneurial environment.
Get significant ownership of workplace and administrative operations.
Work closely with HR, Finance, leadership, and cross-functional teams.
Opportunity to build and improve administrative processes as the organization scales.
Make a direct impact on employee experience and workplace operations.

Work arrangement
No