Job Description

The Administration & Operations Executive will oversee the smooth functioning of daily office operations, ensure efficient facility management, support HR-related activities, coordinate with vendors and service providers, and assist in company compliance and documentation processes. The role requires strong organizational skills, attention to detail, and the ability to coordinate with multiple internal and external stakeholders.

Key Responsibilities1. Office & Operations Management

Monitor daily office operations including biometric attendance, floor management, and coordination with the housekeeping team. Supervise housekeeping schedules and ensure cleanliness and maintenance standards are met. Manage procurement of office supplies, groceries, and other essentials by collecting quotations, preparing purchase orders, and following up with vendors for timely delivery.

2. Facility & Building Management

Handle tasks related to company-rented buildings, including rent invoicing, KSEB bill collection, and coordination with tenants for maintenance issues and requirements. Assist in preparing and verifying building-related data such as property tax, maintenance payments, and related documentation.

3. Insurance & Compliance

Manage company insurance renewals by coordinating with insurance providers and maintaining updated policy records. Oversee licensing processes, including renewals, inspections, document submissions, and follow-ups with relevant authorities until final approval.

4. Human Resources Support

Support recruitment activities including job posting, candidate screening, interview scheduling, and onboarding. Prepare HR-related documents such as offer letters, internal memos, warning letters, and employee file updates. Coordinate with housekeeping agencies and other manpower suppliers regarding attendance and workforce requirements.

5. Vendor & AMC Coordination

Coordinate Annual Maintenance Contracts (AMCs) with vendors, obtain quotations, negotiate rates when required, and ensure timely renewal and follow-up on service agreements.

6. Marketing & Product Coordination

Assist with digital marketing coordination by working with internal teams and external agencies on monthly campaign planning, approvals, and deliverables. Record customer/product complaints and ensure timely follow-up and resolution with the concerned departments.

Skills & Qualifications

Bachelor's degree in Business Administration, Operations, HR, or a related field. 2-4 years of experience in administration & operations

Excellent communication skills, both written and verbal.

Strong interpersonal skills and the ability to coordinate with multiple teams. Proficiency in MS Office (Word, Excel, PowerPoint). Ability to multitask, prioritize tasks, and manage deadlines effectively. Strong problem-solving skills and attention to detail. Knowledge of compliance, vendor management, and facility operations is an added advantage.
Job Type: Full-time

Pay: ?20,000.00 - ?25,000.00 per month

Benefits:

Cell phone reimbursement Paid sick time
Ability to commute/relocate:

Kochi, Kerala: Reliably commute or planning to relocate before starting work (Required)
Education:

Bachelor's (Required)
Experience:

Operations: 2 years (Required)
Work Location: In person

Application Deadline: 10/12/2025
Expected Start Date: 15/12/2025