Executive / Administration - Vashi

*Vendor Coordination Mandatory*

The Admin Executive will be responsible for managing day-to-day administrative operations, office facilities, vendor coordination, employee support services, and overall workplace management to ensure smooth office functioning.

Key Responsibilities:

Administration & Facility Management

• Manage daily office administration activities and ensure smooth office operations.
• Oversee the day-to-day administrative activities of the office, ensuring all operations run seamlessly.
• Handle office maintenance, housekeeping, pantry, security, and office cleanliness.
• Coordinate AMC, repair, and maintenance activities for office equipment and facilities.
• Monitor office seating arrangements and workspace management.
• Ensure timely servicing and maintenance of AC, electrical, and office utility systems.
• Supervise, coordinate, and support administration activities for other branch offices as and when required.

Vendor Management:

• Coordinate with external vendors, service providers, and contractors.
• Handle vendor negotiations, quotations, comparative statements, and service agreements.
• Track vendor performance and ensure timely service delivery.
• Process invoices and maintain vendor payment records.

Asset, Inventory and data Management:

• Maintain records of office assets, stationery, consumables, and inventory.
• Ensure proper stock availability and control.
• Coordinate asset allocation and movement.
• Maintain admin-related records, contracts, agreements, and documentation.
• Ensure compliance with office safety and company policies.
• Support audit requirements related to administration and facilities.

Employee Support & Office Coordination:

• Support employees with office-related requirements and arrangements.
• Coordinate travel bookings, hotel reservations, transport, and guest management.
• Assist in organizing employee engagement activities, meetings, and events.

Health, Safety & Employee Engagement:

• Ensure office safety equipment and emergency systems are properly maintained and monitored.
• Assist in maintaining compliance with health, safety, and office administration guidelines.
• Organize and coordinate company events, employee engagement activities, annual functions, celebrations, town halls, and other administration-related events.
• Coordinate meeting room arrangements, event logistics, and employee hospitality during official events and visits.

Budget & Cost Control:

• Monitor administrative expenses and support cost optimization initiatives.
• Maintain petty cash and expense records, if applicable.