Required Administration Executive - Ahmedabad

Job Overview

We are looking for a highly organized, proactive, and reliable Administration Executive to join our team and manage the day-to-day administrative operations of the office. This role involves handling a wide range of administrative and clerical tasks, ensuring smooth business operations, and supporting management, employees, and clients effectively. The ideal candidate should have excellent organizational skills , the ability to multitask , and strong communication abilities . This position plays a vital role in streamlining office processes and ensuring that all departments function efficiently and cohesively. Freshers are most welcome.

Key Responsibilities

1. Office Administration & Coordination

• Oversee daily office activities and ensure smooth functioning of operations.
• Maintain office supplies, inventory, and ensure the availability of necessary equipment.
• Coordinate with vendors, suppliers, and service providers for procurement and maintenance.
• Ensure proper upkeep of office facilities and handle repair or maintenance requests.
• Prepare and manage administrative reports, records, and documentation for internal use.

2. Communication & Correspondence

• Answer and direct phone calls professionally and handle customer inquiries.
• Manage incoming and outgoing correspondence, including emails, letters, and memos .
• Draft professional emails, circulars, and internal communication documents when required.
• Act as a point of contact between management, staff, clients, and external stakeholders.

3. Scheduling & Calendar Management

• Maintain and organize calendars for senior management and team leaders.
• Schedule meetings, appointments, and conference calls effectively.
• Coordinate internal and external meetings , ensuring availability of required resources.
• Arrange travel itineraries, accommodations, and logistics for employees and management.

4. File & Record Management

• Maintain a structured filing system for important documents, invoices, and contracts .
• Digitize and organize electronic records for easy access and retrieval.
• Ensure secure handling of sensitive documents and confidential company information.

5. Client & Visitor Management

• Welcome and greet clients, customers, and visitors with a professional demeanor .
• Provide information and direct them to the concerned department or personnel.
• Represent the company positively and ensure a smooth visitor experience .

6. Financial & Administrative Support

• Assist the finance team in handling petty cash, expense records, and basic bookkeeping.
• Process invoices, purchase orders, and reimbursement requests.
• Coordinate with accounting departments for bill settlements and vendor payments.

7. Human Resource Assistance ( if required )

• Assist in recruitment processes by scheduling interviews and coordinating with candidates.
• Help maintain employee records, attendance logs, and leave management.
• Support HR in organizing..