Admin Executive (ADM-1-112024)

Koru UX Design is looking for a highly organized and proactive Admin Executive to join our dynamic team. This is a hybrid role, offering the flexibility to work from home on most days, with occasional visits to the office as required. As an Admin Executive, you will oversee a wide range of administrative responsibilities, supporting various teams and ensuring the smooth functioning of daily operations.

Location: Hybrid (Pune,India)

Job Type: Full-time

We are seeking a graduate with excellent communication skills, particularly fluency in English (speaking, reading, and writing). The ideal candidate will be experienced in working with laptops, tablets, and smartphones, with proficiency in tools like MS Office, Emails, and Google Drive. A strong ability in data entry, report preparation, and basic invoicing software is essential, along with excellent negotiation skills to manage procurement and vendor relationships effectively.

The ideal candidate should be result-oriented, energetic, and capable of working independently while making sound decisions. Candidates with prior experience in administrative roles will be given preference. If you thrive in a fast-paced environment and are eager to contribute to a collaborative and innovative team, this role is perfect for you!

The ideal candidate should have the ability to efficiently manage administrative tasks across multiple domains. The following responsibilities should come effortlessly to them:

1. Asset Management:

• Arrange and manage assets such as laptops, accessories, and other necessary equipment for remote employees.

• Track and maintain inventory to ensure smooth operations.

2. Procurement and Vendor Management:

• Assist in procurement with excellent negotiation skills to ensure cost-effective purchases.
• Manage relationships with vendors, ensuring timely payments and smooth collaborations.

3. Corporate and Employee Gifting:

• Plan, procure, and manage gifting solutions for employees and corporate clients

4. Event Coordination:

• Assist in organizing company-hosted events, such as co-working weeks, team-building activities, and other employee engagement events

5. Accounting and Finance Support:

• Maintain invoices and coordinate with the accounts team and management for smooth financial operations.
• Ensure timely payment of vendors, salaries, utility bills, credit cards, and other expenses.

6. Travel Arrangements:

• Handle travel arrangements for employees and directors, including booking flights, cabs, and hotels.

7. IT and Onboarding Support:

• Provide basic IT support during onboarding for new employees, including setting up systems and ensuring proper functionality.

8. Contract and Subscription Management:

• Manage contract, insurance, and software subscription renewals, maintaining accurate records to avoid missing critical dates.

9. Compliance Coordination:

• Assist with compliance-related tasks, coordinating with government agencies and the company’s accounts team.

10. Executive Support:

• Provide daily task management and support to the company’s COO / CEO.

11. Courier and Package Management:

• Receive, track, and hand over courier packages and letters to the concerned employees.

12. Complaint Resolution:

• File and follow up on complaints related to equipment failures or office infrastructure issues.

13. Systematic Document Management:

• Maintain an organized filing system for documents, receipts, and invoices, ensuring easy retrieval when needed.

14. Banking and Cash Management:

• Handle banking-related tasks, including maintaining cash records, receipts, and financial documents.

Key Skills and Attributes:

• Excellent organizational and time-management skills.

• Strong negotiation and communication abilities.

• Proficiency in handling IT basics and systems setup.

• Familiarity with financial operations, including invoice management and vendor payments.

• A proactive and detail-oriented approach to ensure seamless daily operations.

• Ability to multitask and adapt to dynamic company needs.

• Opportunities for growth and continuous learning (LinkedIn learning & professional trainings).

• Flexible working hours and remote options.

• A collaborative and innovative team culture.

• Opportunity for career growth and leadership roles.

Koru UX Design is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.