OPERATION & ADMIN EXECUTIVE

This role involves managing and coordinating various operational aspects of exhibitions, events, office administration, vendor relations, logistics, and documentation. The candidate will play a crucial part in ensuring seamless execution of exhibitions, conferences, trade shows, and corporate events by working closely with multiple teams and external partners. Additionally, the position requires overseeing daily office functions, procurement processes, inventory management, and maintaining accurate records and reports to support organizational efficiency.

Key Responsibilities

Exhibition & Event Operations
- Coordinate operational activities for exhibitions, conferences, trade shows, and corporate events.
- Assist in planning and executing pre-event, during-event, and post-event activities.
- Liaise with exhibition venues, contractors, suppliers, and service providers to ensure smooth operations.
- Oversee timely preparation of exhibition halls, registration counters, signage, and other operational areas.
- Manage exhibitor requirements, operational queries, and service requests effectively.
- Coordinate logistics related to exhibition materials, equipment, and furniture.
- Conduct regular site inspections to confirm operational readiness.
- Support the Operations Manager in developing event timelines, checklists, and operational plans.
- Facilitate coordination between Operations, Sales, Marketing, and Project Management teams.
- Provide on-site operational support during exhibitions and events.

Office Administration
- Manage daily office administrative activities to ensure smooth functioning.
- Maintain office supplies, stationery, equipment, and inventory.
- Coordinate maintenance, cleaning, security, and other facility-related services.
- Keep accurate records of office assets, equipment, and company property.
- Ensure proper filing, documentation, and record management.
- Handle correspondence, administrative documentation, and internal communication.
- Organize meetings, appointments, and other office-related arrangements.
- Monitor office attendance, punctuality, and administrative compliance where applicable.

Vendor & Procurement Coordination
- Coordinate with vendors, suppliers, contractors, and service providers.
- Obtain quotations for operational and administrative needs.
- Assist in procuring office supplies, event materials, equipment, and services.
- Maintain vendor databases, quotations, purchase orders, and related documentation.
- Follow up with vendors to ensure timely delivery of goods and services.
- Support evaluation of vendor performance, quality, and cost efficiency.
- Ensure procurement activities comply with company policies and procedures.

Logistics & Inventory Management
- Maintain inventory records of company assets, office equipment, and event materials.
- Coordinate transportation, delivery, and movement of exhibition materials.
- Ensure proper storage, handling, and utilization of company resources.
- Monitor stock levels and arrange replenishment as needed.
- Keep records of asset issuance, returns, and maintenance activities.

Documentation & Reporting
- Prepare and maintain operational reports, administrative records, and checklists.
- Maintain event-related operational documentation.
- Assist in preparing budgets, expense reports, and vendor payment documentation.
- Track operational expenses and report discrepancies to management.
- Organize records of contracts, invoices, purchase orders, and delivery notes.
- Provide regular updates to management on operational progress and pending tasks.

Required Qualifications
- Proven experience in event operations, office administration, or related fields.
- Strong organizational and multitasking skills.
- Excellent communication and coordination abilities.
- Proficiency in maintaining records, preparing reports, and managing procurement processes.
- Ability to work collaboratively with cross-functional teams and external vendors.
- Attention to detail and problem-solving skills.
- Willingness to provide on-site support during events.

Compensation and Work Location
- Salary starting from Rs 75,000 per month.
- This is an in-person role requiring presence at the office and event sites.

This position offers an opportunity to contribute to successful event execution and efficient office operations within a dynamic environment. Candidates who are proactive, detail-oriented, and capable of managing multiple responsibilities will thrive in this role.