Administration Executive

Role & responsibilities

General Administration

• Manage day-to-day office administration including housekeeping, stationery, courier, and vendor management for the branch
• Maintain office attendance, files, records, and documentation
• Handle front-desk/reception duties, calls, and visitor coordination
• Assist with facility management AMC contracts, repairs, utilities, and office upkeep
• Support HR-related administrative tasks (onboarding paperwork, ID cards, leave records) as needed
• Manage petty cash and basic expense tracking for the branch
• Coordinate travel and accommodation bookings for branch staff
• Maintain asset registers for office equipment and branch inventory

Procurement & Transportation Coordination

• Coordinate with the Delhi Head Office for procurement of lighting products and materials required by the Khar West branch office.
• Track and follow up on purchase orders raised with the Delhi office to ensure timely dispatch
• Liaise with transport/logistics vendors to arrange dispatch, delivery, and tracking of light fixtures from Delhi to Mumbai
• Maintain records of goods in transit (LR copies, invoices, delivery challans) and update stock status
• Coordinate with the warehouse/store team on receiving, inspecting, and reconciling incoming shipments against purchase orders
• Follow up on delays, damages, or discrepancies in shipments with HO and transport vendors
• Maintain a tracker of pending, in-transit, and completed procurement/transport requests
• Assist in vendor negotiations for freight and transport costs where required
• Ensure proper documentation for interstate transport (e.g., e-way bills, delivery notes) in coordination with the accounts team

Preferred candidate profile

Graduate in any discipline with 2 to 5 years of experience in administration or logistics coordination comfortable working with a remote Head Office team having working knowledge of MS Excel, Word, and email correspondence.