Senior Executive - Admin (ADM05263)

Administration

Bengaluru, Pune

About Us

Zycus is a pioneer in Cognitive Procurement software and has been a trusted partner of choice for large global enterprises for two decades. Zycus has been consistently recognized by Gartner, Forrester, and other analysts for its Source to Pay integrated suite. Zycus powers its S2P software with the revolutionary Merlin AI Suite. Merlin AI takes over the tactical tasks and empowers procurement and AP officers to focus on strategic projects; offers data-driven actionable insights for quicker and smarter decisions, and its conversational AI offers a B2C type user-experience to the end-users.

Zycus helps enterprises drive real savings, reduce risks, and boost compliance, and its seamless, intuitive, and easy-to-use user interface ensures high adoption and value across the organization.

Start your #CognitiveProcurement journey with us, as you are #MeantforMore

We Are An Equal Opportunity Employer:

Zycus is committed to providing equal opportunities in employment and creating an inclusive work environment. We do not discriminate against applicants on the basis of race, color, religion, gender, sexual orientation, national origin, age, disability, or any other legally protected characteristic. All hiring decisions will be based solely on qualifications, skills, and experience relevant to the job requirements.

Job Description

We are seeking a dynamic and organized Senior Executive - Admin to join our team and provide high-level administrative, HR, and support services, along with overseeing various office functions at our Bangalore office. The ideal candidate will play a pivotal role in managing human resources functions, administrative tasks, travel logistics, and procurement processes efficiently.

This role requires a combination of HR expertise, administrative skills, and strong interpersonal abilities, along with a keen understanding of procurement and travel management.

Responsibilities:

1) General Administrative Support:

Provide administrative support to the office, including managing office supplies, equipment, and facilities.
Coordinate travel arrangements, accommodation, and transport bookings for employees, ensuring cost-effectiveness and convenience.
Assist in organizing company events, meetings, conferences, and employee offsites.
Handle incoming and outgoing correspondence and communication effectively, ensuring that all inquiries are addressed in a timely manner.
Ensure compliance with company policies and procedures in all administrative functions.
Manage housekeeping and security services within the office, ensuring smooth and efficient operations.
Maintain Admin-related reports, records, and documentation with a focus on accuracy and confidentiality.

2) Travel Management:

Oversee the travel management system for employees, including booking flights, hotels, transportation, and other logistics.
Negotiate rates with travel vendors and service providers to ensure cost efficiency and best value for the company.
Track and manage travel budgets, ensuring adherence to company travel policies.
Ensure smooth handling of employee travel-related issues, including cancellations, reschedules, and emergency support.
Prepare travel reports, including cost analysis and expenditure reports.

3) Procurement and Vendor Management:

Manage the procurement process for office supplies, equipment, and services, ensuring timely delivery and compliance with budgetary constraints.
Develop and maintain relationships with suppliers and vendors, ensuring quality service delivery and cost optimization.
Monitor the performance of vendors and negotiate service contracts and renewal agreements.
Prepare and manage procurement records, including purchase orders, invoices, and vendor payments.
Ensure compliance with company procurement policies and regulations.
Oversee the administration of critical service contracts (AMCs) for all equipment and facilities.
Coordinate the procurement and distribution of materials for company events and employee requirements.

4) Additional HR and Office Management Functions:

Manage cafeteria services, ensuring quality food and service standards.
Handle employee relations, addressing employee queries and concerns in a professional and confidential manner.
Coordinate and manage employee onboarding and offboarding processes, assisting with documentation and office setup.
Organize and maintain office equipment and facilities, ensuring a clean, organized, and productive environment.
Handle guest management, ensuring a welcoming and professional environment for visitors and clients.

Job Requirement

Bachelor’s degree in business administration, management, or a related field.
Proven experience as an Administrative Executive or in a similar role.
Proven experience in managing travel logistics, procurement, and vendor relationships.
Strong organizational and multitasking abilities.
Excellent communication and interpersonal skills.
Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
Knowledge of procurement processes and travel management systems is a plus.
Detail-oriented and capable of maintaining confidentiality.
Ability to work under pressure and handle multiple tasks simultaneously.

Five Reasons Why You Should Join Zycus

Cloud Product Company: We are a Cloud SaaS Company and our products are created by using the latest technologies like ML and AI. Our UI is in Angular and we are developing our mobile apps using React.
A Market Leader: Zycus is recognized by Gartner (world’s leading market research analyst) as a Leader in Procurement Software Suites.
Move between Roles: We believe that change leads to growth and therefore we allow our employees to shift careers and move to different roles and functions within the organization
Get a Global Exposure: You get to work and deal with our global customers.
Create an Impact: Zycus gives you the environment to create an impact on the product and transform your ideas into reality. Even our junior engineers get the opportunity to work on different product features.