Administrative Executive

Job Description: Admin Executive
Department: Administration
Location: Gurgaon
Experience: 2–4 years
Employment Type: Full-time
About the Role
We are looking for a proactive and organized Admin Executive to manage day-to-day administrative operations and ensure the smooth functioning of our office. The ideal candidate should be detail-oriented, have strong coordination skills, and be comfortable working in a dynamic, fast-paced PR agency environment.
Key Responsibilities
1. Office Administration & Facilities
Oversee day-to-day office operations and ensure the workplace is well-maintained and organized.
Coordinate with housekeeping, security, facility management, and other service providers.
Manage office supplies, stationery, pantry inventory, and other administrative requirements.
Ensure office equipment and infrastructure are maintained and operational.
Coordinate with vendors for repairs, maintenance, and other facility-related services.
2. Vendor & Expense Management
Coordinate with vendors for quotations, purchase orders, invoices, and payments.
Maintain records of administrative expenses, bills, and vendor contracts.
Assist with expense tracking and ensure timely submission of invoices to the Finance team.
Negotiate with vendors wherever required to ensure cost-effective services.
3. Employee & Visitor Coordination
Manage visitor reception, meeting room bookings, and guest arrangements.
Support employee requirements related to office facilities and administration.
Coordinate with internal teams to ensure smooth day-to-day operations.
Assist with employee onboarding logistics, including workstation allocation, access cards, and other administrative arrangements.
4. Travel & Event Coordination
Coordinate travel bookings, hotel reservations, and local transportation for employees and business guests, as required.
Support internal meetings, town halls, employee engagement activities, and office celebrations.
Assist with logistical arrangements for client meetings, agency events, and other office activities.
5. Documentation & Compliance
Maintain administrative records, vendor details, asset registers, and inventory logs.
Track office assets, equipment allocation, and maintenance schedules.
Ensure adherence to office policies, safety procedures, and administrative processes.
Support audits and provide administrative documentation as required
Skills & Qualifications
Graduate in any discipline.
2–4 years of experience in office administration, preferably in a PR agency, advertising agency, media company, or other service-oriented organisation.
Strong organizational, coordination, and multitasking skills.
Good verbal and written communication skills.
Proficiency in MS Office, particularly Excel and Outlook.
Ability to manage multiple priorities and work effectively in a fast-paced environment.
A proactive, solution-oriented approach with strong attention to detail.
Key Competencies
Planning and coordination
Vendor management
Problem-solving
Time management
Interpersonal and communication skills
Attention to detail and ownership
Ideal Candidate : Someone who can manage daily office administration, coordinate effectively with internal teams and external vendors, and ensure a seamless workplace experience for employees and visitors.

Work arrangement
No