Executive Administration

About the Company
Infotek Software & Systems (P) Limited [i-TEK] is a RFID Solutions & System Integration company catering to different business verticals. The company, also known as i-TEK, has to its credit several live sites and unique pilot traces across diverse market verticals deployed by its experienced team of engineers. i-TEK’s products and applications improve business processes where identification, authentication and automatization are of prime concern.
We have developed several successful solutions - across Manufacturing, Travel, Transportation Logistics, Retail, Mining, Oil & Gas, Energy & Utilities, and many others - that stand testimony to our expertise and versatility.
We are not just geared to keep pace with the dynamic world of RFID - NFC and IoT but we are here to lead the sector and drive the evolution we anticipate.
i-TEK has associate partnership with Tech-Mahindra.
Website - www.infoteksoftware.com
About the Role
Position: Executive Administration
Location: Pune
Job Summary:
We are seeking a proactive and service-oriented Admin Executive to manage day-to-day administrative operations and ensure the smooth functioning of workplace facilities. The ideal candidate will be responsible for guest house management, vendor coordination, facility maintenance, housekeeping supervision, travel and accommodation arrangements, and employee support services. This role requires a highly organized and professional individual who can ensure a seamless experience for employees, visitors, senior management, and external stakeholders while maintaining efficient administrative processes and workplace standards.
Responsibilities
Facility & Office Administration
Ensure smooth day-to-day administration of office premises and related facilities.
Monitor housekeeping, office maintenance, and overall workplace hygiene standards.
Coordinate repair and maintenance activities with internal teams and external vendors.
Ensure office infrastructure, meeting rooms, pantry areas, and common spaces are maintained to high standards.
Guest House & Hospitality Management
Manage company’s office & guest houses, ensuring cleanliness, readiness, and exceptional hospitality standards.
Coordinate accommodation arrangements for visitors, consultants, and employees.
Monitor guest satisfaction and resolve concerns promptly.
Oversee housekeeping schedules and service quality at guest house facilities.
Vendor Management
Coordinate with housekeeping, maintenance, travel, security, catering, and facility vendors.
Obtain quotations, compare costs, and support procurement processes.
Monitor vendor performance and ensure service-level compliance.
Build strong vendor relationships to ensure cost-effective service delivery.
Travel & Accommodation Coordination
Manage hotel bookings, transportation arrangements, and travel logistics for employees and visitors.
Coordinate airport pickups, local transportation, and stay arrangements as required.
Ensure a smooth guest experience from arrival to departure.
Housekeeping & Employee Support Services
Supervise housekeeping staff and ensure workplace cleanliness standards are maintained.
Manage pantry operations and employee support services.
Coordinate office supplies, stationery, and consumable inventory.
Event & Meeting Coordination
Assist in organizing internal meetings, leadership visits, employee engagement activities, and corporate events.
Coordinate venue arrangements, catering, accommodation, transportation, and event logistics.
Ensure successful execution of events with a hospitality-focused approach.
Asset & Inventory Management
Maintain records of office assets, furniture, and equipment.
Monitor inventory levels and coordinate replenishment of office supplies.
Support asset tracking and documentation activities.
Security & Compliance
Coordinate with security personnel to ensure employee and visitor safety.
Maintain visitor management processes and office access controls.
Ensure compliance with company policies and administrative procedures.
Administrative Support
Support management with scheduling, documentation, record maintenance, and coordination activities.
Handle routine administrative tasks and ensure timely closure of requests.
Maintain MIS reports related to administration, facilities, and vendor management.
Qualifications
Bachelor's degree in any discipline.
Required Skills:
3-7 years of experience in Administration, Hospitality, Hotel Operations, Front Office, Guest Relations, Facilities, or Corporate Administration.
Prior experience with reputed hotels, hospitality chains, serviced apartments, guest house operations, or corporate administration teams will be preferred.
Strong understanding of hospitality standards, guest handling, and service excellence.
Experience in vendor coordination, facility management, and housekeeping supervision.
Good negotiation and stakeholder management skills.
Excellent communication and interpersonal abilities.
Proficiency in MS Excel, Word, PowerPoint, and administrative reporting.
Ability to multitask and work in a fast-paced environment.
Preferred Industry
Hotels & Hospitality
Luxury Hotels
Business Hotels
Serviced Apartments
Corporate Guest House Operations
Facility Management Services
Key Competencies
Hospitality Mindset
Guest Relationship Management
Facility Administration
Vendor Management
Housekeeping Operations
Event Coordination
Travel & Accommodation Management
Problem Solving
Communication & Interpersonal Skills
Attention to Detail
Service Excellence

Work arrangement
No