Job Description

Position Overview:

The Admin Executive will support the Admin Lead in managing and coordinating day-to-day



administrative operations across NGRT locations. The role involves hands-on execution of



facility management, housekeeping supervision, vendor coordination, inventory tracking, and



compliance documentation. The position ensures smooth on-ground operations, upkeep of



facilities, and adherence to company standards across stores and offices.

Key Responsibilities

1. Facility & Operations Support

Oversee daily facility activities including housekeeping, security, and maintenance


under the guidance of the Admin Lead.


Ensure cleaning materials, safety gear, and fire extinguishers are available and


maintained in good condition.


Monitor facility upkeep and report maintenance or safety issues for prompt resolution.

Coordinate with service providers to ensure uninterrupted internet and utility services.

2. Procurement & Inventory Coordination

Maintain records of stock for administrative consumables such as stationery, cleaning


materials, and pantry items.


Track inward and outward movement of inventory and update records regularly.

Assist in dispatch of paper bags, ID cards, and other branded materials to stores.

Monitor usage and raise timely requisitions to prevent shortages or overstocking.

3. Vendor & Service Coordination

Liaise with vendors for housekeeping, security, and maintenance requirements as


directed by the Admin Lead.


Verify service completion and ensure timely processing of invoices.

Maintain up-to-date documentation for vendor contracts and service renewals.

Share periodic vendor performance feedback with the Admin Lead.

4. Compliance & Documentation

Assist in maintaining compliance records including Gumasta licence copies, insurance,


and safety audit reports.


Support in documentation and filing related to facility compliance and asset verification.

Maintain digital and physical files for easy retrieval during audits.

5. Asset Management

Support the tagging, allocation, and transfer of company assets between locations.

Maintain updated asset registers for furniture, fixtures, and office equipment.

Conduct basic asset verification during store visits or audits.

6. Audit & Reporting

Accompany the Admin Lead on quarterly location audits and assist in data collection


and reporting.


Prepare checklists, collect feedback from store teams, and compile audit observations.

Track corrective actions from previous audits and follow up with respective teams.

7. Training Support

Coordinate logistics for training sessions conducted by the Admin Lead for


housekeeping, security, and fire safety.


Ensure attendance records, training materials, and setup arrangements are completed


in advance.


Maintain training completion data and assist in refresher scheduling.

8. Travel & Booking Assistance

Handle travel and accommodation bookings for employees as per company policy.

Ensure booking confirmations, vendor coordination, and timely communication with


employees.


Track travel costs and report any variances against approved budgets.

9. Coordination & Reporting

Maintain regular communication with store teams for on-ground requirements and


updates.


Submit weekly and monthly reports on facility conditions, stock status, and vendor


activities.


Support the Admin Lead in executing special projects and cross-functional coordination


with HR, Finance, and Operations teams.

Qualifications & Experience

Bachelor's degree in any discipline (preferably Business Administration or Facility


Management).


2-4 years of experience in administration or facility operations, preferably in a retail or


multi-location setup.


Good knowledge of MS Excel, vendor coordination, and inventory tracking.

Strong organizational, follow-up, and communication skills.

Willingness to travel occasionally for audits and store support.

Job Title:

Admin Executive

Employment type:

Full Time

Departments:

Admin

Job Locations:

Indore

Experience (years):

2-5

Qualification:

Graduate

Seniority Level:

Mid Senior Level