Executive / Administration - Vashi - (Vendor Management Mandatory) - E

Position : Executive / Administration

Department : Administration

Location : Vashi, Navi Mumbai

Reporting To :HR & Admin. Head

Job Summary

The Admin Executive / Senior 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.

Requirements

Education: Bachelor’s degree. Prefer bachelor’s in administration, Management, Commerce, or related field.

Required Experience

Admin Executive – 3-4 years of experience in administration or facility management.

Required Skills

Good communication and coordination skills.

Vendor management and negotiation abilities.

knowledge of facility and office administration.

MS Office proficiency (Excel, Word, PowerPoint).

Problem-solving and multitasking abilities.

Good documentation and record-keeping skills.

Experience in corporate office administration.

Knowledge of office safety and compliance practices.

Experience in handling facility vendors and AMCs.

Key Competencies

Ownership and accountability

Coordination and follow-up

Time management

Team collaboration

Service-oriented approach

Skills: facility management,employee support,inventory management:,vendor management,office coordination,office administration