Senior Executive

Job Description

Location City

Mumbai

Department

Admin Services

Experience

4 - 6 Years

Salary

• INR

Designation

Senior Executive

Total Position

1

Employee Type

Fixed Term

About Nexdigm:

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Job Summary:

The Senior Executive Administration is responsible for managing day-to-day office operations, vendor coordination, facilities management, and supporting the accounts payable process by ensuring accurate and timely submission of vendor invoices for payment. The role requires a high level of organization, attention to detail, and coordination with both internal departments and external vendors. The position also requires a willingness to work flexible hours as needed and the flexibility to undertake client assignments at client locations.

Key Responsibilities:

• Office Management & Facility Support

  • Oversee the smooth functioning of daily office operations (housekeeping, pantry, stationery, courier, etc.)
  • Supervise front-desk activities, security, and overall office upkeep.
  • Coordinate repair and maintenance activities with vendors and building management.
  • Monitor inventory of office supplies and ensure timely procurement.

• Vendor & Contract Management

  • Manage vendor relationships, including AMCs and service contracts (housekeeping, pest control, office equipment, etc.)
  • Negotiate service agreements and ensure all vendor documentation is up-to-date.
  • Maintain detailed records of contracts, service performance, and renewals.

• Accounts Payable Coordination

  • Collect and verify vendor invoices against services delivered or purchase orders.
  • Ensure completeness of supporting documents and adherence to internal policies.
  • Process and submit verified invoices to the Accounts/Finance team for timely payments.
  • Follow up on payment status and maintain vendor communication to ensure transparency.
  • Assist in resolving invoice or payment discrepancies in coordination with vendors and accounts team.

• Travel & Logistics

  • Arrange domestic and international travel including flight bookings, hotel accommodations, and transport.
  • Ensure adherence to travel policies and assist with related expense tracking.
  • Support planning and logistics for corporate events, team off-sites, and meetings.

• Compliance & Documentation

  • Maintain up-to-date records of office lease, insurance, licenses, and compliance certificates.
  • Support statutory and internal audits by providing necessary documentation.
  • Ensure compliance with safety, health, and fire regulations.

• Employee & Interdepartmental Support

  • Assist with new employee onboarding (ID creation, workstation setup, welcome kits).
  • Act as a point of contact for employee administrative queries.
  • Communicate key facility updates and coordinate internal logistics.

Requirements:

• 46 years of experience in office administration with exposure to accounts payable processes.
• Proficiency in MS Office tools:
  • Excel for data tracking, vendor invoice logs, and reporting
  • Word for drafting communications, documentation, and policy updates
  • PowerPoint for preparing administrative presentations and reports
• Strong coordination, documentation, and communication skills.
• Ability to multitask, work independently, and manage deadlines effectively.

Desirable Skills:

• Knowledge of invoice processing and basic understanding of accounting entries.
• Experience in managing admin and accounts payable responsibilities in a mid-to-large corporate setup.
• Exposure to compliance requirements, vendor audits, and documentation standards.
• Willingness to work flexible hours as required by the role.
• Flexibility to work on client assignments at client locations.

Hiring Process:

• Technical Interview
• Assessment (Technical, Behavioral, etc.)

Your interaction with us will include, but not be limited to:

• Finally, our people are our most valuable asset; if you agree with us on this, we would love to meet you

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