MYCPE ONE is a growing outsourcing organization providing financial and professional services to clients across the US, Canada, UK, Australia, and New Zealand. With a workforce of 2,000+ employees, we are headquartered in Ahmedabad and have a presence across multiple cities in India.

Position: Senior Executive – Administration Support
Company: MYCPE ONE
Location: Ahmedabad
Working Hours: 3:00 PM – 12:00 AM
Experience: 3+ Years
Employment Type: Full-Time

Role Overview

We are looking for an experienced and proactive Senior Executive – Administration Support to manage day-to-day office administration and facility operations.

The role will be responsible for facility management, housekeeping, travel desk operations, office supplies and inventory, infrastructure maintenance, vendor coordination, events, and MIS reporting.

The ideal candidate should have strong coordination and problem-solving skills with the ability to manage multiple administrative activities, ensure timely closure of issues, monitor vendor performance, and continuously improve operational efficiency.

Key Responsibilities

1. Housekeeping & Office Hygiene

• Manage daily housekeeping operations and maintain high standards of office cleanliness and hygiene.
• Coordinate with housekeeping vendors and monitor manpower, attendance, and service quality.
• Conduct regular floor and office inspections to identify service gaps.
• Track housekeeping complaints and ensure resolution within defined TATs.
• Maintain housekeeping-related MIS and performance reports. 

2. Infrastructure & Facility Management

• Manage day-to-day office infrastructure and facility requirements.
• Monitor electrical, plumbing, civil, HVAC, furniture, fixtures, pantry, and other facility-related requirements.
• Maintain a snag point tracker, including issue details, ownership, priority, TAT, and closure status.
• Coordinate with internal teams, landlords, contractors, and vendors for timely issue resolution.
• Conduct regular facility inspections and proactively identify potential concerns.
• Coordinate preventive maintenance and ensure critical infrastructure is maintained as per schedule.

3. Travel Desk Management

• Coordinate employee travel arrangements, including flights, hotels, local transportation, and related requirements.
• Liaise with travel agencies and other service providers.
• Ensure travel requests are processed within defined timelines and company policies.
• Track travel-related expenses and maintain accurate MIS.
• Resolve travel-related queries and escalate exceptions when required. 

4. Office Supplies & Inventory Management

• Manage stationery, pantry supplies, consumables, and other administrative requirements.
• Maintain accurate inventory records and optimum stock levels.
• Raise purchase requests/POs as per established processes.
• Coordinate with vendors to ensure timely delivery and required quality standards.
• Monitor consumption trends and identify opportunities for cost optimization.
• Maintain procurement and inventory MIS.

5. Events & Employee Engagement Support

• Coordinate office events, employee engagement activities, meetings, celebrations, and other company events.
• Manage venues, catering, logistics, vendors, materials, and other event-related requirements.
• Ensure events are executed within approved budgets and timelines.
• Maintain event calendars, budgets, and post-event closure/feedback reports.

6. MIS & Operational Excellence

• Prepare daily, weekly, and monthly MIS dashboards covering:
• Facility and infrastructure issues
• Snag points and closure TAT
• Housekeeping performance
• Vendor performance
• Travel desk activities
• Office supplies and inventory
• Events and administrative expenses
• Monitor SLA/TAT adherence and highlight overdue actions.
• Identify recurring issues, conduct root-cause analysis, and recommend corrective actions.
• Drive standardization, automation, and process improvements across administrative operations.
• Provide management with regular reports, trends, action points, and improvement recommendations.

7. Vendor & Stakeholder Management

• Coordinate with housekeeping, facility, maintenance, travel, stationery, catering, and other service vendors.
• Monitor vendor performance against agreed SLAs and TATs.
• Maintain vendor records, service schedules, and performance trackers.
• Collaborate effectively with HR, Finance, IT, Security, employees, and other internal stakeholders.
• Proactively escalate critical or delayed issues and drive them to closure.

Key Performance Indicators (KPIs)

• Facility and snag closure within agreed TAT/SLA.
• Housekeeping service quality and complaint resolution.
• Preventive maintenance compliance.
• Travel request turnaround time.
• Availability of office supplies and inventory accuracy.
• Vendor SLA and performance adherence.
• Event execution within approved timelines and budgets.
• Accuracy and timeliness of MIS reporting.
• Reduction in recurring facility and administrative issues.
• Cost optimization and process efficiency improvements.
• Employee and stakeholder satisfaction.

Required Skills & Competencies

• Strong administration and facility management skills.
• Excellent vendor and stakeholder management capabilities.
• Strong coordination, follow-up, and closure-oriented approach.
• Good knowledge of MS Excel, MIS reporting, and data analysis.
• Ability to simultaneously manage and track multiple administrative activities.
• Strong problem-solving skills with an ownership mindset.
• Good written and verbal communication skills.
• Ability to identify operational gaps and implement process improvements.
• Strong organizational and time-management skills.
• Proactive, detail-oriented, and results-focused approach.

Qualification & Experience

• Graduate in any discipline.
• Certification in Administration or Facility Management will be an added advantage.
• 3+ years of relevant experience in administration, facility management, office operations, or a similar role.
• Hands-on experience managing multiple vendors and office support functions.
• Good working knowledge of MS Excel, MIS reporting, and presentation tools.

Additional Requirement

The candidate should be flexible to provide weekend support/presence during planned activities, office requirements, and company events, as applicable.