Administrative Executive

Vadilal Usa•Bristol, PA

About The Position

This role is responsible for a wide range of administrative and HR-related tasks to ensure the smooth operation of the office and support employee needs. Key duties include assisting with event planning, managing office supplies, processing invoices, coordinating new hire logistics, and maintaining confidential records. The position also involves vendor management, overseeing safety protocols, and supporting travel arrangements.

Requirements

Experience in event planning, employee engagement, and training sessions.
Proficiency in coordinating new hire logistics, including seating, ID cards, and phone/SIM card activation.
Skills in managing office supplies, stationery, and purchase orders.
Experience in maintaining office/admin expense records, budgeting, and monthly expense provisions.
Ability to process admin-related invoices and ensure timely vendor payments.
Experience in handling business correspondence, courier management, and tracking.
Capability to oversee daily office operations and maintain a well-functioning workplace.
Experience in ensuring cleanliness and organization of common office areas.
Skills in coordinating with vendors and contractors, negotiating rates, and managing contracts.
Experience in overseeing safety protocols and preparing reports.
Ability to address and resolve admin-related complaints.
Proficiency in scheduling meetings, preparing reports, and maintaining documentation.
Experience in supporting travel arrangements and expense management.
Ability to maintain confidential company records and ensure proper documentation.

Responsibilities

Assist in event planning, employee engagement activities, and training sessions.
Coordinate sitting arrangements for new joiners with prior approval.
Arrange ID cards for new employees and business cards as per eligibility and approval.
Facilitate the issuance and activation of phones and SIM cards for new joiners and employees traveling internationally.
Manage office supplies, stationery, and oversee purchase orders for office operations.
Maintain records of office/admin expenses, ensuring proper documentation, budgeting, and monthly expense provisions.
Process all admin-related invoices and ensure timely payments to external vendors.
Handle business-related correspondence, courier management, and ensure proper tracking.
Oversee daily office operations to maintain a well-functioning workplace.
Ensure the cleanliness and organization of common office areas.
Coordinate with vendors and contractors, negotiate rates, and manage contracts (temporary staffing, housekeeping, security, services, etc.).
Oversee safety protocols and prepare reports to ensure a safe work environment.
Address and resolve admin-related complaints from employees and management.
Assist in scheduling meetings, preparing reports, and maintaining documentation.
Support travel arrangements and expense management for employees.
Maintain confidential company records and ensure proper documentation.
Perform other HR & Admin-related activities as assigned from time to time.