Walchand Plus
Website:
walchandplus.com
Job details:
Role Purpose
The Executive / Senior Executive – Administration supports the smooth and efficient functioning of Walchand PeopleFirst's offices and day-to-day administrative operations. The role coordinates workplace facilities, vendors, procurement, travel and logistics, physical assets, administrative documentation and employee support activities under the guidance of the Manager – Administration.
The role requires strong coordination, follow-up and execution skills, along with a service-oriented mindset, to ensure employees and business teams receive timely and effective administrative support.
Key Responsibilities
1. Travel, Accommodation & Logistics
- Coordinate domestic and international travel arrangements for employees and leadership, as required.
- Arrange flight, hotel, ground transportation and related bookings in accordance with company policy and approved requirements.
- Support logistics for trainers, consultants, meetings, events and business programs where required.
- Compare available options and complete bookings that balance employee convenience, business requirements and cost efficiency, after obtaining the required approvals.
- Maintain necessary travel documentation and records.
2. Vendor Management
- Coordinate with approved vendors for administrative and facility-related requirements and support the onboarding of new vendors.
- Obtain quotations, prepare basic commercial comparisons and submit recommendations for review and approval.
- Maintain vendor agreements, documentation, renewal schedules and service records.
- Monitor vendor services against agreed service levels, follow up on gaps and escalate recurring issues to the Manager – Administration.
3. Office & Facilities Management
- Support the day-to-day administration and upkeep of company offices.
- Monitor office infrastructure, utilities, housekeeping, security and common facilities, and coordinate timely corrective action where required.
- Coordinate preventive maintenance and repairs for office equipment, furniture, electrical systems, air-conditioning and other facilities.
- Conduct periodic workplace inspections, report maintenance or operational requirements and follow up until closure.
- Compile and consolidate requirements to support efficient purchasing and avoid unnecessary expenditure.
- Maintain adequate inventory levels while avoiding excessive stock.
- Coordinate allocation, movement, maintenance and recovery of assets.
5. Administrative Expense Tracking & Cost Support
- Assist in compiling information required for preparation and monitoring of the annual administration budget.
- Maintain expense trackers, compare actual expenditure with approved budgets and report material variances.
- Support cost-saving and process-improvement initiatives without compromising service quality.
- Maintain updated records of contracts, rentals, subscriptions, renewals and recurring administrative expenses.
- Prepare periodic MIS, expense summaries and status reports for review by the Manager – Administration.
Qualifications
- Graduate degree in Business Administration, Commerce, Management or a related discipline.
- 2–3 years of relevant experience including admin and travel experience.
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