Admin Lead

Admin Lead

Location: Bangalore | Experience: 3–5 Years | Function: Administration & Facilities | Work Mode: On-site

About Kapiva

Kapiva is a modern wellness brand building accessible, high-quality Ayurveda and wellness solutions for today’s consumers. We’re looking for a hands-on Admin Lead to manage the day-to-day administration and facilities across our Corporate Office, Clinics, and R&D Office in Bangalore.

Role Overview

The Admin Lead will own office administration, facilities, vendor management, inventory, documentation, and employee support across multiple locations, ensuring smooth, safe, and efficient operations.

Key Responsibilities

• Office & Facilities: Manage day-to-day operations across corporate, clinic, and R&D locations, including housekeeping, security, pantry, utilities, maintenance, seating, access, and workplace requirements. Conduct regular site checks and proactively resolve issues.
• Vendor & Procurement Management: Manage vendors and service providers for maintenance, housekeeping, security, pest control, stationery, pantry, courier, and other services; coordinate quotations, onboarding, contracts/AMCs, renewals, invoices, and timely service delivery.
• Inventory & Asset Management: Maintain accurate records of assets, equipment, stationery, and consumables; monitor stock, manage procurement, maintain asset registers, and conduct periodic verification.
• MIS & Documentation: Maintain organised Excel/Google Sheets and trackers for expenses, vendors, inventory, assets, maintenance, and other administrative data. Manage invoices, quotations, contracts, budgets, and regular MIS reports.
• Employee & Business Support: Support employee onboarding, office events, meetings, travel, logistics, and day-to-day administrative requirements while addressing workplace-related queries.
• Compliance & Safety: Coordinate facility-related compliance, safety checks, fire/electrical maintenance, licenses, certificates, and AMC renewals, ensuring documentation is maintained and requirements are completed on time.

What We're Looking For

• 3–5 years of experience in Administration, Facilities, Office Management, or a similar role.
• Experience managing multiple locations is preferred.
• Strong communication, coordination, and vendor management skills.
• Good working knowledge of MS Excel / Google Sheets and ability to maintain structured trackers and MIS.
• Highly organised, proactive, detail-oriented, and strong on follow-ups.
• Ability to independently manage multiple priorities and resolve operational issues.
• Comfortable working in a fast-paced, growing organisation.
• Willingness to travel between Kapiva locations in Bangalore as required.

Key Skills

Administration | Facilities Management | Vendor Management | Office Management | Inventory & Asset Management | Procurement | MIS & Reporting | MS Excel | Google Sheets | Compliance & Safety | Stakeholder Management