Admin Executive

Job Summary:

Tekarsh is seeking a highly organized and detail-oriented Admin Executive to manage essential administrative functions, primarily focusing on the procurement of office consumables, the coordination of employee refreshment arrangements, and the supervision of support staff (in coordination with HR) to ensure a clean, well-maintained, and productive office environment. The ideal candidate will have at least 2 years of proven experience working in a highly efficient environment, demonstrating strong proficiency in MS Office Suite, with a core competency in Excel for data management and report generation. Excellent negotiation skills with vendors and meticulous attention to detail are essential for success in this role.

Responsibilities:

• Grocery Procurement:

• Manage the end-to-end process of procuring office groceries, including needs assessment, vendor identification, quotation gathering, negotiation, order placement, and timely delivery.
• Maintain optimal stock levels of groceries, ensuring availability while minimizing wastage.
• Track grocery expenses meticulously using Excel, and generate regular reports on consumption and expenditure.
• Build and maintain strong relationships with grocery vendors.

• Employee Refreshment Coordination:

• Coordinate the provision of daily refreshments for employees, including morning tea with snacks, lunch arrangements, and evening tea with snacks. This may involve liaising with caterers or managing in-house preparation.
• Gather employee feedback on refreshment preferences and make necessary adjustments.
• Ensure timely and satisfactory refreshment service throughout the day.
• Manage refreshment-related expenses within the budget, and generate reports in Excel as required.

• General Procurement:

• Assist in the procurement of various office supplies, equipment, and services as needed.
• Source potential vendors, obtain quotations, and conduct comparative analyses.
• Negotiate pricing and terms with vendors to achieve cost-effectiveness.
• Process purchase orders and track deliveries, maintaining organized records in Excel.
• Generate procurement reports in Excel, analyzing spending, vendor performance, and identifying areas for optimization.

• Vendor Management:

• Develop and maintain a database of reliable vendors for groceries, refreshment services, and other procurement needs, utilizing Excel for tracking and analysis.
• Evaluate vendor performance based on quality, price, and delivery timelines, generating reports in Excel to inform decision-making.
• Negotiate contracts and agreements with vendors to secure favorable terms.

• Support Staff Management (in coordination with HR):

• Supervise and coordinate the activities of support staff (e.g., cleaners, maintenance personnel) in coordination with HR, to ensure the office environment is clean, well-maintained, and conducive to productivity.
• Develop and implement schedules and procedures for cleaning, maintenance, and other support services in collaboration with HR.
• Manage inventory of cleaning supplies and equipment, and coordinate procurement as needed, in collaboration with HR.

• Administrative Support:

• Assist with general administrative tasks as required, such as managing office supplies, handling correspondence, and maintaining files.
• Utilize MS Office Suite (Word, Excel, PowerPoint) and G-Suite (Docs, Sheets, Slides) effectively for documentation, data management, and communication.
• Prepare reports and presentations as needed, with a strong emphasis on utilizing Excel for data-driven insights.

• Compliance and Efficiency:

• Ensure all procurement activities and support services comply with company policies and procedures.
• Identify opportunities for process improvement and cost optimization in procurement, administrative functions, and support services, using Excel to analyze data and track progress.

Qualifications and Skills:

• Bachelor’s degree in Business Administration or a related field is preferred.
• Minimum of 2 years of proven experience working in a highly efficient administrative role with a focus on procurement, vendor management, and supervision of support staff.
• Excellent proficiency in MS Office Suite, with advanced skills in Excel (e.g., data analysis, reporting, pivot tables, charts, complex formulas) and a demonstrated ability to generate insightful and actionable reports.
• Strong working knowledge of G-Suite applications (Docs, Sheets, Slides, Gmail, Calendar).
• Demonstrable negotiation skills with a proven track record of achieving cost savings.
• Meticulous attention to detail and a high degree of accuracy.
• Strong organizational and time-management skills with the ability to prioritize tasks effectively.
• Excellent communication and interpersonal skills, with the ability to interact effectively with vendors, staff, and management.
• Ability to work independently and as part of a team.
• Problem-solving skills and a proactive approach to tasks.
• Familiarity with basic accounting principles and budgeting is a plus.
• Experience in supervising and coordinating the work of support staff, with a demonstrated ability to collaborate effectively with HR departments, is highly desirable.

To Apply:

Interested candidates are invited to submit their resume and cover letter in our careers portal www.tekarsh.com/career

Application Deadline: 30th April, 2025

Tekarsh is an equal opportunity employer and values diversity at its company. We do not discriminate on the basis of race, religion, color, national origin, gender, age, marital status, or disability status.