Job Description

Job Title

Executive - Admin

Summary

Role Title:

Admin executive

Division /Region:

Pune

Line of business:


Asset Management


Location:


Pune


Part Time, Full Time,

or Fixed Term Contract:

Full Time

Job Classification:


Operation & Maintenance


Job Profile:


Engineering Services_ST2

1.2. Reporting Relationships

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This role will report into Site Manager

Role Summary

The Administrative Assistant will provide high?quality administrative, coordination, and communication support to the Operations team. The role ensures smooth day?to?day office functioning, efficient calendar and travel management, vendor coordination, and timely reporting. The ideal candidate is organized, proactive, and comfortable managing multiple priorities in a fast?paced setting.

Key Responsibilities

Office & Calendar Management

+ Manage calendars, schedule meetings, arrange meeting rooms/VC links, and coordinate agendas, minutes, and action trackers.
+ Serve as the first point of contact for internal queries; route requests to the right stakeholders.

Travel & Expense Support

+ Coordinate domestic/international travel (flight, hotel, ground transport), visas, and travel insurance as per company policy.
+ Prepare and submit expense reports and ensure policy compliance and timely reimbursements.

Documentation & Reporting

+ Draft, format, and proofread letters, presentations, spreadsheets, and reports.
+ Maintain shared drives, trackers, and confidential records (NDA files, contracts, attendance, asset lists).

Procurement & Vendor Coordination

+ Raise purchase requests, obtain quotations, track POs/GRNs, and liaise with vendors (stationery, pantry, couriers, IT accessories, etc.).
+ Monitor deliveries and AMC renewals; maintain inventory and cost logs.

Facilities & Events Support

+ Coordinate seating plans, access cards, meeting room equipment, and minor facility issues with Admin/IT.
+ Plan and execute team events, townhalls, trainings, and visitor logistics.

Compliance & Policy

+ Uphold data privacy, information security, and travel/expense policies.
+ Assist during audits with document retrieval and evidence collation.

Qualifications & Experience

Bachelor's degree (Commerce/Arts/Business Administration preferred).

2-5 years

of experience in administrative/office coordination roles (experience supporting Operations or large teams is a plus). Strong proficiency in

Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams)

; exposure to

SAP/Concur/ServiceNow

is an advantage. Excellent written and verbal communication skills in English; Hindi/Marathi proficiency preferred.

Core Competencies

High ownership, attention to detail, and follow?through. Strong organizing, prioritization, and stakeholder management skills. Discretion with confidential information and a service?oriented mindset. Problem?solving, adaptability, and comfort with changing priorities.

Key Performance Indicators (KPIs)

On?time completion of calendars, travel bookings, and expense submissions. Meeting/action tracker closure rates and stakeholder satisfaction (CSAT). Accuracy of documentation and audit readiness (zero policy breaches). Procurement TAT and cost?efficiency versus budget.

Tools & Platforms (preferred exposure)

Microsoft 365: Outlook, Excel (v?lookups/pivots), Word, PowerPoint, Teams/SharePoint. Ticketing/Procurement: ServiceNow, SAP/Ariba (or similar), Concur/Zoho Expenses. Collaboration: Zoom/Webex/Google Meet.



INCO: "Cushman & Wakefield"