Administration Executive

Position: Admin Executive
Department: Administration
Location: Mumbai
Employment Type: Full-Time
Experience: 02 Years
Reporting To: HR Manager / Management

About the Role

We are looking for a responsible, proactive, and well-organized Admin Executive to manage the company's day-to-day administrative operations and ensure smooth functioning of the office. The ideal candidate should be detail-oriented, professional, and capable of coordinating effectively with employees, management, vendors, clients, and external stakeholders.

Key Responsibilities

Office Administration & Facility Management

• Manage day-to-day office administration, facilities, infrastructure, equipment, and supplies.
• Ensure availability of stationery, pantry supplies, and other office requirements.
• Coordinate housekeeping, security, repairs, maintenance, and facility-related activities.
• Monitor essential services including internet, electricity, telephone, AC, and other utilities.
• Coordinate with building management/society for office-related matters.
• Maintain records of office assets, equipment, inventory, and administrative items.

Vendor & Procurement Management

• Coordinate with vendors, suppliers, maintenance agencies, courier companies, and service providers.
• Obtain quotations and coordinate procurement of office requirements.
• Maintain vendor records and follow up on deliveries, services, payments, and pending issues.
• Track renewals of contracts, AMCs, licenses, subscriptions, and other services.
• Ensure cost-effective and timely procurement of administrative requirements.

Administrative Documentation & Records

• Maintain organized physical and digital administrative records.
• Maintain records of assets, purchases, expenses, vendors, contracts, and office documentation.
• Prepare administrative reports, registers, trackers, and MIS as required.
• Maintain confidentiality and proper filing of important company documents.

Employee & Management Support

• Provide administrative support to employees, HR, and senior management.
• Coordinate employee requirements including ID/access cards, stationery, facilities, and other administrative needs.
• Assist HR with employee joining, exit formalities, events, meetings, and internal activities.
• Support management with appointments, meetings, travel arrangements, and special assignments.

Travel, Meetings & Visitor Management

• Coordinate business travel, transportation, accommodation, and itineraries.
• Arrange meeting rooms and ensure required facilities are available.
• Coordinate with clients, guests, and visitors and ensure professional reception and assistance.
• Manage incoming and outgoing courier, postal, and document dispatch requirements.

Expenses & Compliance

• Manage routine administrative purchases and office expenses.
• Maintain bills, invoices, quotations, petty cash, and purchase records, wherever applicable.
• Coordinate with the Accounts team for vendor payments and reimbursements.
• Maintain records of office-related licenses, registrations, agreements, and renewals.
• Support HR and management with administrative and statutory documentation.

Required Qualifications & Skills

• Bachelor's degree in Business Administration, Management, Commerce, or a related field.
• 0–2 years of experience in administration, office management, or a similar role.
• Strong communication and interpersonal skills.
• Proficiency in MS Office / Google Workspace.
• Strong organizational, multitasking, and time-management abilities.
• Good vendor coordination and negotiation skills.
• Basic understanding of procurement, invoices, and office expenses.
• Professional attitude, attention to detail, and problem-solving ability.
• Ability to handle confidential information responsibly.