Admin Executive

Founded in 2003, ESMSYS (Enterprise Service Management System) is a global holding company offering a diverse range of consulting and marketplace services. We have registered operations in India, ESMSYS leverages innovation, technology, and entrepreneurial agility to deliver solutions across various industries, including real estate, finance, immigration, IT, and healthcare.

At ESMSYS, the mission is to empower individuals and businesses through technology, streamlined processes, and customer-centric solutions, enabling them to thrive in a competitive global landscape

Roles & Responsibilities

• General AdministrationManage day-to-day office operations, ensuring cleanliness, upkeep, and smooth functioning of the workplace.
• Organize and maintain physical and electronic files, records, and documents.
• Handle incoming and outgoing correspondence, including emails, letters, couriers, and other communications.
• Procure and maintain office supplies, equipment, and other administrative requirements.
• Coordinate with vendors and service providers for office maintenance, utilities, housekeeping, and supplies.
• Ensure timely resolution of facility-related issues and coordinate for necessary repairs and maintenance.
• Oversee facility management, workplace safety, housekeeping, and general office infrastructure.
• Coordinate with various departments to ensure smooth communication and workflow.

2. Finance & Vendor Coordination

• Coordinate with vendors to resolve billing, invoice, and statement-related issues.
• Manage petty cash and employee mileage/travel reimbursements.
• Coordinate and ensure timely completion of monthly and quarterly billing processes.
• Follow up with clients for outstanding payments, as required.
• Maintain proper records of vendor invoices, payments, reimbursements, and administrative expenses.

3. Travel & Event Management

• Arrange domestic and international travel bookings, hotel accommodations, transportation, and itineraries for employees.
• Coordinate meetings, office events, employee activities, and other administrative arrangements as required.
• Ensure all travel and event-related requirements are planned and executed smoothly.

4. Compliance & Confidentiality

• Ensure adherence to company policies, administrative procedures, and internal processes
• Maintain confidentiality and integrity while handling company, financial, vendor, and employee information.
• Assist in developing, implementing, and updating administrative policies and procedures.
• Maintain proper documentation and records for administrative and compliance purposes.

5. Other Responsibilities

• Respond promptly to queries and requests from internal departments.
• Provide administrative support to managers and management as required.
• Coordinate and follow up on various administrative tasks to ensure timely completion.
• Perform other duties and responsibilities assigned by management from time to time.

Location: Ahmedabad, Gujarat