Administration Executive

1 week ago

Borivali Maharashtra India, Mumbai proMX Full time

We are looking for a detail-oriented and proactive Administration & Office Executive to manage day-to-day office operations, employee support services, travel coordination, vendor management, and asset maintenance. The role requires strong organizational skills, multitasking ability, and a customer-service mindset to ensure smooth functioning of office administration and a positive employee experience.

Key Responsibilities:

Office Administration & Facility Management

  • Handle visa documentation and related formalities.
  • Manage pantry and office supplies, ensuring timely ordering and stock maintenance.
  • Oversee utilities (water, electricity, Wi-Fi, mobile connections) and ensure proper functioning.
  • Monitor Annual Maintenance Contracts (AMC) for services like pest control, coffee machines, and air conditioning, including renewals.
  • Ensure office cleanliness, hygiene, and safety standards are maintained.
  • Coordinate with courier companies for asset dispatch to remote employees.
  • Maintain and update asset records regularly.

Travel & Hospitality

  • Manage domestic and international travel bookings (flights, stays, Airbnb, etc.).
  • Oversee hospitality arrangements for employees, guests, and events.

Employee Engagement & Events

  • Organize and manage internal office events and celebrations (e.g., Diwali gifting, team events).
  • Support new joiner onboarding with welcome kits and smooth induction support.
  • Assist with employee reimbursements, vouchers, and related documentation.

Documentation & Support

  • Scan bills, vouchers, and maintain proper records.
  • Provide required printouts and document support to employees and management.
  • Create and manage QR codes for ID cards and business cards.
  • Support any ad-hoc admin-related tasks as required.

Vendor & Procurement Management

  • Identify, finalize, and coordinate with vendors for new stock items and gifting options.
  • Oversee sourcing, ordering, and delivery of materials across multiple office locations in India.

Key Skills & Competencies:

  • Strong organizational and multitasking abilities.
  • Excellent communication and coordination skills.
  • Proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace.
  • Ability to manage vendors, contracts, and budgets.
  • Attention to detail and problem-solving mindset.
  • Positive, approachable, and service-oriented attitude.

Qualifications & Experience:

  • Bachelor’s degree in business administration, Management, or related field.
  • 2–4 years of experience in office administration, facilities management, or similar roles.
  • Prior experience in vendor management, travel coordination, and employee engagement preferred.

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