Senior Executive - Administration

Designation - Sr. Executive Administration

Department: Human Resources & Administration

Reporting To: Vice President – Human Resources

Location: Malad (West), Mumbai

Working Hours: 9 Hours

Job Summary

The Sr. Executive – Administration will be responsible for ensuring the smooth functioning of day-to-day administrative operations at the Corporate Offices while coordinating with internal departments and external vendors. The role requires strong organizational, vendor management, communication, and coordination skills to support operational efficiency across the organization.

Key Roles & Responsibilities

• Manage day-to-day administrative operations across the Corporate Offices, ensuring smooth functioning of facilities, workplace services, and administrative support.
• Coordinate with internal stakeholders, including HR, Finance, Supply Chain, and other departments, to ensure timely execution of administrative processes such as Locum payments, procurement of office supplies, onboarding support, and operational requirements.
• Supervise and manage outsourced administrative services, including Housekeeping, Travel Desk, Courier Services, Accommodation, Event Management, and other facility-related vendors, ensuring adherence to agreed service levels and contractual obligations.
• Oversee vendor sourcing, contract management, invoice verification, service evaluations, and periodic performance reviews to ensure quality, cost-effectiveness, and uninterrupted service delivery.
• Conduct regular facility inspections across Corporate Offices to ensure workplace cleanliness, safety, statutory compliance, maintenance standards, and optimal utilization of office infrastructure.
• Support employee onboarding by ensuring timely availability of uniforms, temporary ID cards, workstation readiness, and other administrative requirements for new joiners.
• Manage and coordinate the OPD appointment schedules for Directors conducting Saturday clinics, ensuring seamless scheduling, patient coordination, and efficient execution of OPD activities.
• Maintain effective inventory control of office assets, stationery, housekeeping materials, pantry supplies, and other administrative resources through regular monitoring and coordination with the Supply Chain team.
• Prepare and present periodic Administration MIS reports and dashboards covering vendor performance, facility management, administrative expenses, inventory status, courier movements, and other operational metrics for management review.
• Coordinate and support employee engagement activities, corporate events, internal meetings, audits, and other organizational initiatives requiring administrative assistance.
• Identify opportunities to improve administrative processes, enhance operational efficiency, optimize costs, and strengthen employee experience while ensuring compliance with organizational policies and standards.
• Perform any other administrative responsibilities assigned by the Vice President – Human Resources.

Qualifications

• Graduate in any discipline (Administration, Commerce, Management or equivalent preferred).

Experience

• 4–6 years of experience in Administration, Facilities Management, or Office Administration.
• Prior experience in the Healthcare industry will be an added advantage.

Required Skills & Competencies

• Strong organizational, coordination, and multitasking abilities with excellent attention to detail.
• Effective communication, interpersonal, and stakeholder management skills with the ability to collaborate across departments.
• Proven vendor management, negotiation, and problem-solving capabilities.
• Proficiency in MS Office (Excel, Word, and PowerPoint) with the ability to prepare reports, dashboards, and MIS.
• Ability to work independently, prioritize tasks, and deliver within timelines in a fast-paced environment.