Admin Executive

2 months ago

Mumbai Maharashtra, India BIID Full time

**Position Title**: Admin Executive
**Department**: Administration
**L**ocation: South bombay

**Job Overview**:
The Admin Executive plays a critical role in ensuring smooth day-to-day operations of the office by handling administrative tasks, supporting the team, and maintaining an organized and efficient work environment. This position involves a variety of duties including scheduling meetings, managing office supplies, maintaining records, coordinating with internal and external stakeholders, and assisting with various office-related activities. The Admin Executive will work closely with senior management and other departments to support office operations and ensure that tasks are completed efficiently and on time.

**Key Responsibilities**:

- **Office Management**:

- Oversee the daily operations of the office, ensuring a clean, organized, and efficient work environment.
- Manage office supplies, equipment, and inventory, ensuring timely restocking and proper maintenance of office assets.
- Handle office maintenance requests and coordinate with external vendors for repairs and services.
- Ensure that the office environment is compliant with health and safety regulations.
- **Administrative Support**:

- Provide administrative support to senior management, departments, and team members as needed.
- Schedule and coordinate meetings, appointments, and travel arrangements for executives and other staff members.
- Prepare and organize documents, presentations, and reports for meetings.
- Assist in preparing correspondence, memos, and other forms of communication.
- Maintain and update filing systems, both physical and electronic, to ensure documents are easily accessible.
- **Client & Vendor Coordination**:

- Act as a point of contact for clients, suppliers, and other external stakeholders, addressing inquiries and coordinating services as needed.
- Manage relationships with vendors, ensuring timely delivery of services and products.
- Coordinate office events, meetings, and conferences, including logistics, catering, and preparation of materials.
- **Data Entry & Reporting**:

- Perform routine data entry tasks and maintain accurate records of office operations, including expenses, inventory, and meeting minutes.
- Assist in generating reports, tracking office expenses, and ensuring adherence to the company’s administrative budget.
- Monitor and manage incoming and outgoing mail and packages, ensuring proper distribution.
- **Scheduling & Calendar Management**:

- Manage and organize calendars for senior executives and department heads, ensuring that schedules are well-coordinated and prioritized.
- Handle all logistics related to travel arrangements, including booking flights, hotels, and transportation for staff and guests.
- Ensure that all meetings, conferences, and appointments are scheduled with adequate preparation time and necessary materials.
- **Internal Communication & Collaboration**:

- Serve as a communication link between departments to facilitate smooth information flow and resolve issues.
- Coordinate internal events and team-building activities, ensuring maximum participation and engagement.
- Prepare and distribute internal memos, notices, and announcements to staff members.
- **Compliance & Confidentiality**:

- Ensure that all office operations comply with company policies, legal requirements, and industry regulations.
- Handle confidential and sensitive information with discretion, maintaining privacy and security at all times.
- Assist with the preparation of documentation for audits or compliance checks when needed.
- **Other Duties as Assigned**:

- Provide support for ad-hoc projects and tasks as requested by management.
- Assist with office relocation, setup, or redesign projects as needed.

**Qualifications**:

- **Education**:

- Bachelor’s degree in Business Administration, Management, or a related field is preferred.
- Relevant certifications in office management or administration are a plus.
- **Experience**:

- 1-3 years of experience in an administrative role, preferably within an office environment.
- Proven experience in managing office operations, scheduling, and administrative tasks.
- Experience with office software tools such as MS Office (Word, Excel, PowerPoint, Outlook), Google Workspace, or similar.
- **Skills**:

- Strong organizational and time-management skills with the ability to handle multiple tasks simultaneously.
- Excellent verbal and written communication skills.
- Attention to detail and a high level of accuracy in all tasks.
- Ability to work independently and as part of a team in a fast-paced environment.
- Proficiency in office management software (e.g., CRM systems, office supply management tools) is an advantage.
- Strong interpersonal skills with the ability to build relationships and collaborate with various teams.

Pay: ₹12,000.00 - ₹25,000.00 per month

Schedule:

- Day shift

**Experience**:

- admin: 1 year (preferred)

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