Admin and Office Executive job description
An Admin and Office Executive keeps the office running by managing supplies, vendors, visitors, records and day-to-day requests. The role lets leaders and teams focus on their work.
Why the role exists
This role looks after the physical and practical side of an office. In an Indian startup or services firm, the executive deals with vendors, housekeeping, courier, travel bookings, asset records and staff requests. A dependable person here reduces small disruptions that otherwise eat management time.
What the person does
- Manage daily office needs including pantry, stationery, cleaning and desk or meeting room readiness.
- Coordinate with vendors for internet, maintenance, security, housekeeping and repairs, and follow up until closed.
- Maintain an asset register for laptops, furniture and equipment, and track issue and return.
- Handle courier, mail, visitor entry and reception coverage when required.
- Book travel, cabs and accommodation for staff and guests within approved limits.
- Process vendor bills and petty cash claims with the accounts team, keeping approvals on file.
- Assist HR with onboarding logistics such as desks, access cards, ID cards and welcome kits.
- Keep records of agreements and renewal dates for rent, AMC contracts and licences, and flag them in advance.
Skills and tools
- Vendor coordination and polite follow-up until the job is completed
- Excel or Google Sheets for asset registers, expense logs and renewal trackers
- Travel and cab booking tools and basic cost comparison
- Writing clear emails and notes to staff and vendors
- Understanding of office facilities, AMC contracts and basic maintenance needs
- Petty cash handling and bill checking with a clear record
- Staying calm and helpful when requests come from many people at once
- Basic awareness of office safety, fire exits and emergency contacts
Education and experience
Preferred, never a bar: equivalent experience counts.
- Graduate in any stream preferred, or equivalent experience in office administration.
- Preferred one to three years in an admin, front office or facilities support role.
- Comfort with Excel, email and common office tools is preferred.
- Safety, licence and facility requirements depend on the employer, state and facts, so confirm them with your own adviser.
How the work is judged
- Speed and quality in resolving staff requests and vendor issues.
- Availability of supplies and working equipment without avoidable gaps.
- Accuracy of the asset register, vendor files and renewal tracker.
- Cost control on supplies, travel and vendor spend against the plan.
- Staff feedback on the helpfulness and reliability of the admin desk.
Where the role can lead
- Senior Admin Executive or Office Manager with vendor and budget ownership.
- Facilities Manager or Administration Manager for multi-site operations.
- Move into HR operations, procurement or executive assistant roles.
Interview questions to ask
Ask every candidate the same questions in the same order and score them against written anchors, so the decision rests on the work and not the impression.
- How do you prioritise when the internet goes down, a visitor arrives and a cab request comes in together?
- Tell us how you track vendor contracts and renewals so nothing lapses.
- A vendor keeps missing agreed visit times. How do you handle it?
- How would you set up an asset register for a growing office from scratch?
- Describe how you check and record petty cash spending.
- Give an example of a small improvement you made to an office routine.
Hiring tips for this role
- Use a scenario test with competing requests. Look for sensible priorities and calm communication, not perfect answers.
- Check follow-through. Admin work is full of small tasks that fail when nobody chases, so ask for examples where they did.
- Define the scope clearly. Some firms add reception, HR support or purchase work, and the right person differs for each mix.
- Check honesty with money and stock. Petty cash and purchases need a person whose references speak well of their care.
Questions about hiring a admin and office executive
An admin executive handles tasks and requests. An office manager owns the whole office function, including budget, vendors, team and policies. In small firms one person may carry both, so state the scope in the job description.
It can. Some firms keep reception separate and others combine it. Decide which you need, as it changes the hours and the skills expected, and write the choice into the job description.
Reliability, clear communication, vendor follow-up and basic spreadsheet use. A calm manner matters because requests come at once. Formal qualifications matter less than a track record of keeping an office working.
Yes. GullyHR supports permanent hiring. We agree the job description with you, find and screen candidates for admin experience and reliability, and help you through the offer stage.
Hiring a admin and office executive?
GullyHR runs talent acquisition for permanent roles. We agree the job description with you, find and screen candidates against it, and support the offer through to joining. We recruit permanent employees. We do not supply contract or temporary staff.