Administration Executive

MAX is Global Risk Management organisation based out in Tel Aviv, Israel and its APAC HQ is based out of Mumbai. Led by veterans from Israeli Military Special Forces, Intelligence, Cyber and Secret Services we operate in 160 countries across the globe. We have capabilities in every continent across the world and carry the experience of 25 + successful years in the intelligence, operations, and consulting sector. MAX provides Fortune 500 organizations with the tools to enable them to carry out business in some of the most challenging and severe environments.

Job Description – Administration Executive

Experience : 2–4 years

Department : Administration

Location : Work-from-home role; candidates must be based in Mumbai or Pune

Preferred Background : Candidates with experience in Aviation, hospitality, hotels, travel agencies, or related service industries will be highly preferred.

Mandatory Requirement: Hands-on experience in Travel Management, SAP, Service Entry Sheet (SES) processing, and Tally.

Job Summary:

We are looking for a proactive and detail-oriented Administration Executive to manage employee travel, hotel bookings, visas, foreign exchange, vendor billing, invoicing, payments, and expense administration. The role requires practical experience in SAP, SES processing, and Tally, along with strong coordination with vendors, Finance, Accounts, and Procurement teams.

Key Responsibilities:

• Manage domestic and international travel, hotels, visas, foreign exchange, itineraries, cancellations, and refunds.
• Coordinate with travel agencies, hotels, banks, visa providers, and other vendors.
• Verify vendor invoices against quotations, purchase orders, contracts, and supporting documents.
• Create, submit, and track Service Entry Sheets in SAP against approved purchase orders.
• Follow up on SES approvals, invoice processing, payment status, credit notes, and refunds.
• Resolve purchase order, SES, invoice, and payment discrepancies with vendors and internal teams.
• Record invoices, payment vouchers, journal entries, and petty-cash transactions in Tally.
• Process employee travel claims, reimbursements, advances, and expense settlements.
• Reconcile vendor statements and maintain accurate travel, billing, and payment records.
• Prepare reports on travel expenses, invoices, payments, pending SES approvals, and outstanding items.
• Ensure compliance with company policies, approval procedures, and documentation requirements.
• Provide general administration support when required.

Qualifications and Skills:

• Bachelor’s degree in business administration, Commerce, Finance, Travel and Tourism, or a related field.
• 2–4 years’ experience in travel coordination, administration, billing, invoicing, or payment processing.
• Hands-on experience in SAP and SES creation and tracking.
• Practical knowledge of Tally, vendor billing, reconciliations, and payment coordination.
• Advanced Microsoft Excel and reporting skills.
• Strong communication, coordination, and problem-solving abilities.
• High attention to detail and ability to work independently.