Admin & Facility Executive

Admin & Facility Executive - Job Description

Company: Rings & I
Location: Mumbai Andheri West (Head Office) & Multi-Store Network
Job Type: Full-time
Schedule: Monday to Saturday | 9:30 AM – 6:30 PM
Department: Operations & Administration

About Us

Rings & I is India’s First Designer Diamond Ring Studio, redefining how people discover and buy diamond rings. With over 1,84,000+ designer styles and a personalized, made-to-order approach, we combine exceptional design, transparency, and technology to celebrate life’s most meaningful moments.
We are looking for a sharp, proactive, and energetic Admin & Facility Executive to manage core administration, retail facility maintenance, vendor workflows, and municipal authority liaison across our growing retail network and corporate office.

Role Summary

In this management-facing, fast-paced role, you will take complete ownership of operational readiness—ensuring zero store downtime and smooth day-to-day administrative momentum across our headquarters and retail stores.

Key Responsibilities

• Retail AMC & Facility Execution: Manage the Annual Maintenance Contract (AMC) calendar post-New Store Opening (NSO) handover. Coordinate directly with store managers, HVAC technicians, electricians, security, and maintenance vendors for scheduled and emergency servicing.

• Invoice & Utility Management: Streamline, audit, and process monthly admin and facility invoices (Rent, Electricity, Housekeeping, Maintenance, Internet, Water) for accuracy and timely payment.

• Local Authority & Civic Liaison: Act as the primary point of contact for local municipal authorities (BMC/local civic bodies), licensing officers, landlords, building management, and police for permissions, trade license renewals, and compliance.

• Procurement & Quick-Commerce Stocking: Oversee monthly administrative procurement. Utilize quick-commerce platforms (Blinkit, Zepto, Swiggy Instamart) and local sourcing for rapid replenishment of store and office consumables.

• Corporate Travel & Logistics: Manage end-to-end travel arrangements (flights, train bookings, hotels, local cabs) and expense validations for leadership and team members.

• Fixed Asset Management: Maintain a centralized inventory register of fixed assets (furniture, IT hardware, signage, appliances) across HQ and retail stores; coordinate handovers, repairs, and audits.

• NSO & On-Ground Startup Support:

• Act as the on-ground bridge for pre-opening utility setups, local trade registrations, pest control, and initial stocking for New Store Openings (NSO).

• Coordinate logistics, setup permissions, security, and catering for store launches and festive campaigns.

• Resolve sudden operational bottlenecks (water leaks, internet outages, electrical issues) with speed and resourcefulness.

Requirements & Qualifications

• Linguistic Proficiency: Fluency in Marathi (spoken & written) and English is mandatory to liaison effectively with municipal officers, local trade vendors, and service staff.
• Experience: Prior experience in multi-store retail, hospitality, or corporate facilities management is strongly preferred.
• Vendor Network: Candidates with an established network of regional contractors, vendors, and technicians will have a distinct advantage.
• Tech-Savvy: Proficient in Google Workspace / MS Office (Excel, Word, Outlook), quick-commerce apps, and digital invoice management.
• Soft Skills: Exceptional written and verbal communication skills, high ownership, assertive personality, and strong negotiation skills.

Key Performance Indicators (KPIs)

• Zero Preventable Downtime: Ensuring 100% operational uptime for corporate and retail locations.
• Compliance & Timeliness: On-time utility payments, license renewals, and invoice processing.
• Vendor Accountability: Effective tracking and execution of service SLAs.

Career Growth Path

We value performance over tenure. Demonstrating high ownership and capability offers a clear, fast-track career progression path:

Admin & Facility Executive $\rightarrow$ Senior Admin & Facilities Manager $\rightarrow$ Lead of Retail Operations & Administration (Target timeline: ~3 years based on network growth and execution)

Benefits

• Opportunity to work in a fast-growing, innovative retail brand.
• Direct interaction with core management and leadership.
• High-impact, multi-store operational exposure.