Job Description

Admin & Operations Executive - Elevators & Escalators (OEM)

Function:

Admin & Operations

Location:

Chandigarh

Reports to:

HR & Operations Lead / Branch Head - Chandigarh

Role Objective

Ensure smooth day-to-day administration, office operations, and project support for a mobility solutions company (elevators, escalators, dumbwaiters).
The role anchors

data updation, vendor coordination, asset/AMC tracking, and building/admin liaison

, so field, projects, HR, and accounts teams can function with reliability and clarity.

ResponsibilitiesProject & Site Operations Support

Coordinate with Installation, Commissioning, and Service teams on daily plans and basic requirements. Maintain site-wise trackers for new installations, commissioning status, and open issues. Support circulation of site-related communication: site intimation emails, material delivery follow-ups, and handover documentation. Log incidents, escalations, and closures in agreed trackers/FieldCircle (or equivalent).
Office Administration & Infrastructure

Oversee day-to-day office facilities: housekeeping, pantry, stationery, utilities (AC, electricity, internet). Liaise with building administration/RWA/facility management for common area issues, access cards, parking, and security coordination. Coordinate minor repairs and maintenance with approved vendors and building teams.
Asset & AMC Management

Maintain a master list of office assets (laptops, access cards, AC units, printers, basic IT hardware). Track AMC schedules and visits for office equipment and critical services; follow up on due renewals. Keep records of asset issuance and returns for employees in coordination with HR/Admin.
Vendor & Procurement Support

Coordinate with vendors for quotations, documentation, and basic KYC collection. Support preparation of comparative statements with clear, simple logic notes. Follow up on purchase orders, deliveries, and service visits in coordination with Accounts and Stores.
Data Updation & MIS Support

Update daily/weekly trackers in Excel/Google Sheets and FieldCircle (or equivalent) for: Site/job status (open/in-progress/closed) Material dispatch and delivery confirmation Vendor/PO status, AMC renewals, and key follow-ups Ensure entries are accurate, dated, and consistently formatted for easy review. Share simple weekly summaries of open issues, pending closures, and key follow-ups with the reporting manager.
Documentation & Compliance Support

Maintain soft and hard copies of agreements, AMCs, vendor files, and facility-related documents. Ensure proper file naming, basic indexing, and retrievability for audits or management review. Coordinate with HR, Accounts, and Projects for collation of supporting documents when required.
Coordination & Communication

Act as the first point of contact for routine admin/ops issues raised by teams. Route issues to the right department and follow up till closure. Maintain polite, solution-oriented communication with internal teams, vendors, and building admin.
Success Metrics

100% upkeep of agreed trackers (daily/weekly) with minimal missing data Timely follow-up and closure of routine admin and maintenance issues Zero or minimal escalation due to missed admin steps (permissions, basic documents, PO follow-ups) On-time AMC renewals and asset records updated for all joiners/separations Positive feedback from internal teams on responsiveness and clarity of coordination
Requirements

Graduate in any discipline (preferred: Business Administration / Operations / Commerce). 1-4 years' experience in office administration, operations coordination, or project admin (engineering, construction, or mobility sectors preferred). Proficiency in MS Excel/Google Sheets and basic familiarity with tools like FieldCircle/CRM/project trackers. Strong organisational skills and follow-up discipline; comfort with multi-tasking. Clear written and verbal communication; polite and professional email etiquette. Ability to work with cross-functional teams (Projects, Service, HR, Accounts, Vendors, Facility Management).
Work Ethic & Culture

Process-driven with a focus on documentation and data accuracy. Respectful, courteous communication with internal teams, vendors, and building authorities. Reliable in handling confidential documents and company property. Ownership mindset: follows through on issues until they are resolved or properly handed over.
Compensation

Fixed salary as per company structure Performance-linked increment/incentives as per policy
To Apply

Send your CV to

hr@gilcoglobal.in

with the subject line:

"Admin & Operations Executive - Chandigarh"

Job Type:

Full-time

Benefits:

Cell phone reimbursement Health insurance Provident Fund

Work Location:

In person (Chandigarh)

Job Type: Full-time

Pay: ₹11,288.32 - ₹26,955.23 per month

Benefits:

Health insurance Provident Fund
Work Location: In person