Office Administration

Job Description Office Administration Executive Company: Decon Infratech Location: Okhla Industrial Area Phase-1, New Delhi Department: Administration Reporting To: Director / HR & Administration Head Employment Type: Full-Time Job Summary Decon Infratech is looking for a responsible and organised Office Administration Executive to manage day-to-day office operations, documentation, staff coordination, vendor follow-ups and administrative support. The candidate must be disciplined, computer-proficient and capable of independently handling routine office responsibilities. This is not merely a receptionist role. The person will be responsible for ensuring that office administration, records and internal coordination remain properly organised. Key Responsibilities Office Administration - Manage daily office operations and ensure smooth functioning of the office. - Maintain office cleanliness, discipline, seating arrangements and basic facilities. - Monitor stationery, pantry items, printing material and other office supplies. - Coordinate with housekeeping, security, repair and maintenance vendors. - Maintain records of office assets such as computers, printers, furniture, mobile phones and equipment. - Coordinate courier, dispatch, inward and outward documents. - Attend incoming office calls and direct them to the relevant team member. Documentation and Record Management - Maintain physical and digital records of company documents. - Organise project files, quotations, purchase orders, work orders, agreements and correspondence. - Maintain records of licences, registrations, insurance policies, certificates and renewal dates. - Assist in preparing letters, reports, meeting notes and standard company documents. - Ensure documents are properly named, scanned, filed and easily retrievable. - Maintain confidentiality of company, employee and commercial information. Staff and HR Coordination - Maintain employee attendance, leave and movement records. - Coordinate joining documentation and employee file preparation. - Collect employee KYC, bank details, educational documents and employment records. - Coordinate staff meetings, interviews and internal appointments. - Assist HR with recruitment calls, interview scheduling and candidate follow-ups. - Coordinate with project sites for attendance, manpower records and required documents. - Track employee uniforms, identity cards, safety equipment and company-issued assets. Vendor and Purchase Coordination - Obtain quotations for office-related purchases and services. - Coordinate with suppliers and vendors for timely delivery. - Maintain records of purchase requests, bills and delivery challans. - Verify received material against the approved requirement. - Follow up with vendors for pending documents, invoices and service completion. - Coordinate with the accounts department for payment documentation without independently approving payments. Travel and Meeting Coordination - Arrange local travel, hotel bookings and meeting schedules when required. - Coordinate client and vendor meetings at the office. - Maintain the Directors meeting calendar when assigned. - Prepare the conference room and required documents before meetings. - Record action points and follow up with concerned employees. Compliance and General Support - Track due dates for registrations, licences, AMC contracts and statutory documents. - Coordinate with consultants for submission of required administrative documents. - Support management during audits, inspections and client documentation requirements. - Perform other reasonable administrative duties assigned by management. Required Qualifications - Graduate in any discipline. - Minimum 3 years of experience in office administration, preferably in a construction, engineering, manufacturing or project-based company. - Good working knowledge of Microsoft Word, Excel, email and Google Drive. - Ability to prepare letters, maintain spreadsheets and organise digital records. - Good communication skills in Hindi and English. - Strong follow-up, coordination and record-keeping abilities. - Ability to handle confidential information responsibly. Preferred Skills - Experience coordinating with construction sites and project teams. - Basic knowledge of HR documentation and employee attendance. - Familiarity with purchase orders, invoices, delivery challans and vendor records. - Knowledge of GST, PF, ESIC, GeM, ISO or tender documentation will be an advantage. - Ability to work independently without continuous supervision. Key Performance Indicators Performance will be evaluated based on: - Accuracy and completeness of company records. - Timely completion of assigned administrative work. - Proper tracking of renewals, documents and pending actions. - Office discipline and availability of required supplies. - Timely vendor and employee follow-ups. - Quality of documentation and filing. - Reduction in missed deadlines and misplaced documents. - Responsiveness to