Admin Executive – Gurugram

Admin Executive – Gurugram
Location: Gurugram, Haryana
Employment Type: Full-Time | Work from Office
Industry: Engineering / Elevators / Projects / Service Operations
Experience: 1–3 Years
Working Days: Monday to Saturday
About the Role
We are looking for a disciplined, organised and execution-focused Admin Executive to support the day-to-day administrative requirements of our Gurugram office and field operations.
This is a hands-on role suited to someone who is comfortable coordinating with employees, vendors, Accounts, service teams and management while ensuring that routine office requirements, records, facilities and administrative follow-ups are handled accurately and on time.
The role requires strong follow-through, attention to detail and ownership of everyday administrative responsibilities.
Key Responsibilities
Office Administration
Manage routine office administration and ensure smooth day-to-day functioning of the Gurugram office.
Monitor office supplies, stationery, housekeeping materials, pantry requirements and other consumables.
Maintain appropriate stock and coordinate timely replenishment.
Coordinate office maintenance, repairs and facility-related requirements.
Liaise with building management and external service providers wherever required.
Ensure cleanliness, basic office discipline and readiness of common work areas.
Vendor & Purchase Coordination
Coordinate with approved vendors for routine administrative purchases and services.
Obtain quotations wherever required and maintain supporting records.
Follow up on vendor invoices, supporting documentation and payment status with Accounts.
Maintain records of recurring administrative expenses and service providers.
Assist in verifying deliveries, invoices and purchase-related documentation.
Bills & Administrative Payments
Track routine office expenses such as electricity, housekeeping, maintenance, courier and other administrative bills.
Ensure bills and supporting documents are submitted internally within the required timelines.
Coordinate with Accounts for scheduled administrative payments and maintain follow-up records.
Flag upcoming or overdue administrative payments in advance.
Employee Administration Support
Assist HR and management with employee joining formalities and basic administrative onboarding requirements.
Coordinate issuance and tracking of office assets, stationery, uniforms, ID cards or other company-issued material, as applicable.
Maintain administrative employee records and acknowledgements.
Support attendance, office movement and leave-related administrative documentation where required.
Coordinate travel, courier, accommodation or other logistics when authorised.
Documentation & Records
Maintain organised physical and digital records relating to administration.
Manage courier, dispatch and incoming/outgoing document records.
Maintain vendor details, bills, quotations, approvals and related correspondence.
Support preparation of routine MIS, trackers and administrative reports.
Ensure documentation is complete and readily available when required for review.
Coordination
Coordinate closely with HR, Accounts, Operations, Projects and Service teams.
Follow up on assigned administrative tasks until closure.
Communicate professionally with employees, vendors and external stakeholders.
Escalate delays, shortages, facility issues or administrative concerns promptly.
Candidate Profile
The ideal candidate should have:
1–3 years of experience in office administration, administration coordination or a similar role.
Graduate qualification in any discipline.
Good working knowledge of MS Excel, Word, email and routine office applications.
Ability to maintain accurate records and trackers.
Good written and verbal communication skills.
Strong coordination and follow-up abilities.
Comfort working in a structured, process-driven organisation.
Ability to handle multiple routine responsibilities without losing attention to detail.
Professional conduct and confidentiality while dealing with company and employee information.
Preferred Background
Candidates with prior exposure to any of the following environments will be preferred:
Engineering
Elevators / Lifts
Construction
Projects
Facility Management
Manufacturing
Technical Service Operations
Field-Service Organisations
What We Value
We particularly value candidates who demonstrate:
Ownership
Punctuality and reliability
Systematic documentation
Strong follow-through
Attention to detail
Professional communication
Ability to work independently
Respect for internal processes and timelines
Important
This is a full-time, office-based role in Gurugram. Candidates should apply only if they are comfortable working Monday to Saturday and can commute to the Gurugram office regularly.
Candidates looking exclusively for remote, hybrid or purely HR/recruitment profiles may not find this role suitable.
Company: Gilco Global
Location: Gurugram, Haryana

Work arrangement
No