Administration Executive

JOB DESCRIPTION – ADMIN EXECUTIVE

Company: Artha Energy Resources LLP

Department: Administration

Designation: Admin Executive

Location: Ahmedabad

Employment Type: Full-Time

Job Summary

We are looking for an organized and responsible Admin Executive to manage day-to-day administrative activities, employee support, PPE kit management, office stock and housekeeping, material dispatch, petty cash, bill payments, insurance coordination, and company events.

1. Office Stock Management

·        Manage and maintain adequate stock of office supplies, stationery, pantry items, and other administrative requirements.

·        Monitor stock levels and ensure timely replenishment of office supplies and toiletries.

·        Maintain proper records of stock receipts, consumption, and issuance.

·        Coordinate with vendors for procurement of required office supplies.

2. PPE Kit Management

·        Ensure site employees receive the required PPE kits on time.

·        Maintain proper records of PPE issuance and replacement.

·        Coordinate with site teams for PPE requirements.

3. Petty Cash Management

·        Maintain accurate records of petty cash transactions.

·        Ensure timely replenishment and proper supporting documents.

·        Monitor expenses and resolve discrepancies.

4. Bill Payments & Records

·        Ensure timely payment of office and administrative bills.

·        Maintain proper records of all payments and supporting documents.

·        Track due dates and avoid late or missed payments.

5. Insurance Management

·        Coordinate timely renewal of company/employee-related insurance policies.

·        Ensure policies are renewed before expiry.

·        Coordinate with brokers and internal teams for insurance claims and documentation.

·        Follow up to ensure smooth claim processing.

6. Office Housekeeping & Facilities

·        Coordinate day-to-day office housekeeping activities.

·        Ensure proper cleanliness and hygiene of the office premises.

·        Monitor availability and timely refilling of office supplies and toiletries.

·        Coordinate with housekeeping staff and service providers to maintain office standards.

7. Material Dispatch & Transport Coordination

·        Coordinate the dispatch of small materials and administrative items to different project sites with the help of the office boy.

·        Arrange and coordinate transportation/courier services for timely material delivery.

·        Maintain proper dispatch records, delivery details, and supporting documents.

·        Follow up with site teams and transport/service providers to ensure timely delivery.

8. Event & Office Activities

·        Plan and coordinate employee engagement activities and staff events.

·        Manage arrangements related to venue, decoration, food, and other requirements.

·        Coordinate with vendors and internal teams to ensure smooth execution.

9. General Administration

·        Handle day-to-day office administration and employee requirements.

·        Coordinate with vendors, service providers, and site teams.

·        Maintain proper administrative records and documentation.

·        Support management and HR in administrative activities as required.

10. Punctuality & Discipline

·        Maintain professional punctuality and discipline in all administrative activities.

·        Ensure assigned tasks are completed within defined timelines.

·        Follow company policies and maintain professional conduct.

Key Skills

·        Good communication and coordination skills

·        Strong follow-up and organizational skills

·        Basic Excel/MS Office knowledge

·        Record keeping and documentation

·        Vendor and stakeholder coordination

·        Time management and attention to detail

·        Ability to manage multiple administrative activities simultaneously

Experience

2–4 years of experience in administration, office management, facility management, or a similar role, preferably in an EPC/renewable energy/indust