Required Administration Executive - Chennai

Key Responsibilities:

1. Office Space & Facility Management

• Manage the smooth functioning of a 300-seat co-working or commercial office space
• Oversee facility cleanliness, maintenance, security, and support staff (housekeeping, IT, etc.)
• Ensure office infrastructure, supplies, and utilities are well-maintained and operational
• Address operational issues promptly to ensure uninterrupted business activities

2. Customer Interaction & Service

• Interact with existing customers/tenants regarding facility services, feedback, and support
• Act as the main point of contact for day-to-day inquiries, escalations, and relationship management
• Ensure high levels of customer satisfaction through timely communication and resolution

3. Vendor & Staff Coordination

• Liaise with external vendors (cleaning, maintenance, security, internet, catering, etc.) for timely service delivery
• Negotiate contracts and manage vendor relationships
• Supervise and coordinate activities of in-house and third-party support staff
• Ensure vendor compliance with SLAs and timely invoice processing

4. Reports & Documentation

• Prepare and submit monthly operational reports including occupancy, maintenance, expenses, and utilities
• Maintain accurate records of service logs, customer agreements, vendor invoices, and employee attendance
• Use spreadsheets or software (e.g., Excel, Tally, ERP) for documentation and analysis

5. Billing & Payment Management

• Generate monthly bills for customers including rent, utilities, and additional services
• Verify vendor bills and prepare them for processing and payment approvals
• Track receivables and follow up on customer payments
• Ensure timely and error-free invoicing

6. Business Development & Marketing

• Actively seek new clients to fill available office seats and increase occupancy
• Coordinate with marketing teams or independently promote office space on digital platforms, property portals, and social media
• Attend local networking events, expos, or client visits to generate leads
• Prepare proposals, organize space tours, and follow up on prospects