Senior Admin Executive

4 weeks ago

Mumbai, Maharashtra, India Collective Artists Network Full time

Looking for an experienced and proactive Senior Administrative Executive to lead and streamline all facets of office administration and operations. This role is critical in ensuring efficiency, cost-effectiveness, compliance, and seamless coordination across teams and vendors. The ideal candidate brings strong process orientation, excellent vendor and budget management skills, and the ability to lead automation initiatives.

About the Company

We are at the forefront of the new media revolution, offering the most exciting opportunities in popular culture to a diverse range of clients. We're the ultimate plug for creative artists, global brands, and entertainment leaders who want to tap into what's next. From Cinema and OTT to Music, Sports, and Digital, we have unmatched access to India's most influential talent. As the curators of cool, we're not just part of the culture—we create it. We're here to set trends, break barriers, reshape the media landscape, and pioneer fresh ideas that drive India's evolving entertainment experience.

Responsibilities:

1. Office Operations Efficiency

  • Ensure smooth day-to-day functioning of office operations including front desk, housekeeping, facility management, and pantry services.
  • Manage seating plans, maintenance schedules, and office space utilization.
  • Act as a point of contact for internal administrative needs and cross-department support.

2. Budget Management & Cost Control

  • Prepare and manage the annual administration budget.
  • Track, optimize, and control all administrative expenditures including rentals, utilities, supplies, and office infrastructure.
  • Regularly report on budget performance and cost-saving initiatives.

3. Compliance & Documentation

  • Maintain proper documentation for leases, licenses, insurance, fire safety, and other statutory requirements.
  • Liaise with legal/compliance teams to ensure adherence to local laws and organizational policies.
  • Manage renewal timelines and audit readiness.

4. Vendor & Contract Management

  • Identify, evaluate, and onboard new vendors; negotiate contracts and ensure service-level agreements are met.
  • Build long-term vendor relationships and conduct regular performance reviews.

5. Process Improvement & Automation

  • Identify repetitive/manual tasks and lead initiatives to digitize or automate processes (e.g., visitor management, supply tracking, asset management).
  • Implement and standardize SOPs across admin operations to ensure consistency and efficiency.

6. Subscription, Credit Card, and MIS

  • Manage all office-related subscriptions (tools, memberships, services) and ensure timely renewals.
  • Oversee usage and reconciliation of company credit cards for administrative purposes.
  • Prepare and share monthly MIS reports covering expenses, vendor performance, utilization metrics, etc.

7. Events & Employee Engagement

  • Plan and coordinate company-wide events, celebrations, offsites, and engagement activities.
  • Work closely with internal teams (HR, Corporate team, etc.) to execute smooth and impactful events.
  • Manage logistics, budgets, vendor support, and feedback collection for continuous improvement.

Key Skills & Qualifications:

  • 3-7 years of experience in administrative or operations roles.
  • Strong knowledge of vendor negotiation, budget handling, and compliance protocols.
  • Excellent organizational and multi-tasking abilities.
  • Proficient in Excel, Google Workspace, and admin management tools.
  • Experience with automation tools and tech-enabled process design is a plus.
  • Excellent written and verbal communication skills.

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