Administrative Executive

About the Company:

Hi-Tech Digital Solutions LLP, an ISO-certified and award-winning company, provides comprehensive solutions across BIM, Engineering, Business Process Management, and Aeronautical Navigation Engineering. New divisions such as "Process Excellence" and "Data Sciences" further enhance our service offerings. Headquartered in Ahmedabad, Hi-Tech serves clients in the USA, Europe, Australia, and the Middle East through delivery centers in Ahmedabad and Cochin, with additional offices in New York, California, and Norway.

Key Responsibilities

General Administration & Office Management
Oversee day-to-day administration including housekeeping, office upkeep, maintenance of office equipment/facilities, and management of office boys and housekeeping staff.
Ensure smooth functioning of canteen, ACs, water coolers, vending machines, furniture, and other office infrastructure.
Coordinate with vendors and service providers for facility maintenance and repairs.
Documentation, Record Keeping & ISO Compliance
Maintain all admin-related documentation including ISO files, AMC contracts, agreements, purchase orders, asset lists, stationery inventories, quotations, and audit records.
Ensure all ISO-related documents are updated and available for audits.
Maintain records of administrative invoices, vendor payments, rent, electricity bills, and building maintenance charges.
Procurement & Vendor Management
Manage AMC renewals, contract management, and vendor coordination for various administrative services.
Handle procurement of housekeeping materials, office stationery, first aid supplies, and miscellaneous items as required.
Prepare Purchase Orders and Purchase Requests/Proposals and obtain required approvals.
Process vendor invoices, ensure timely submission to accounts, track payments, and coordinate cheque distribution.
Financial Administration
Manage petty cash and ensure accurate, timely preparation of expense reports and petty cash statements.
Track credit card expenses and support budgeting and cost control procedures.
Compliance, Safety & Security
Regularly check and maintain fire-fighting equipment, monitor expiries, and ensure timely refilling.
Ensure adherence to hygiene, health, safety, and security protocols within the office premises.
Maintain liaison with local government bodies for administrative requirements.
Reporting & Coordination
Maintain reports such as temperature logs, access logs, and other admin-related reports.
Assist in employee engagement programs, office events, celebrations, and other internal activities.
Ensure all administrative policies and procedures are properly implemented and followed.