Asst Admin Officer

1 day ago

Mumbai, Maharashtra, India Zealver Full time ₹ 4,00,000 - ₹ 6,00,000 per year

Assistant Admin Officer - Vendor Management and Admin Support

Location: Zealver Silent Hills, Belapur (with periodic support to Zealver Basera, Panvel)

Work Schedule: 6 days a week | 8-hour shift (Night - when required)

Reports To: Unit In charge – Operations (UIC)

Compensation: LPA 

Purpose:-

This role integrates vendor management and administrative support to ensure residents'  wellbeing and the facility's operational efficiency. The candidate will manage vendor and procurement processes, and support day-to-day facility administrative function, ensuring high service standards and seamless coordination across departments.

Key Interfaces:-

  • Unit in Charge – Operations

-Network Team - HO

  • Nursing and Caregiving Teams

  • Vendors and Service Providers

  • Finance and Accounts Team - HO

Key Roles and Responsibilities:-

A. Vendor Management & Procurement


• Identify, evaluate, and manage vendors for medical and non-medical services, supplies, and maintenance.


• Oversee the entire procurement cycle—from requisition to delivery and payment intimation to accounts


• Ensure timely procurement and delivery of consumables, equipment, and operational supplies.


• Maintain a back up vendor database, service agreements, and AMC (Annual Maintenance Contract) records at facility


• Monitor vendor performance and ensure compliance with agreed service levels and quality standards.


• Coordinate with the Network/Vendor for raising timely requisitions for services and products.

  • Coordinate with Finance team whenever required for smooth functioning & accounting process.


• Periodically review vendor costs and performance to optimize service efficiency and expenditure.

B. Administrative & Facility Support


• Assist the UIC-Operations in day to day operations


• Maintain inventory excels, asset records, and procurement documentation.


• Supervise housekeeping, catering, and maintenance services through vendor coordination.


• Report operational issues (repairs, shortages, service lapses)  to reporting personnel and ensure timely resolution.


• Support the Unit In charge in compliance documentation, audits, and statutory requirements.


• Assist in organizing resident engagement and wellness activities.


• Facilitate inter-site coordination and support requirements between Belapur and Panvel units.

C. Coordination & Reporting


• Prepare monthly reports on procurement, and vendor performance.


• Participate in weekly / monthly review meetings and provide updates on functional areas.


• Coordinate cross-functional communication among care, admin, and vendor teams.

Qualification and requirements:-


• 3–5 years of experience in facility/administrative coordination; prior exposure to healthcare, rehabilitation, or senior living preferred.


• Understanding of procurement, vendor management, and basic finance workflows.


• Excellent communication, documentation, and negotiation skills.


• Proficient in MS Office (Excel, Word, PowerPoint) and basic record management systems.


• Compassionate, proactive, and able to manage multiple responsibilities effectively.


• Willingness for local travel between facilities as required

Performance Indicators:-


• Timeliness of procurement and vendor management.


• Compliance with documentation, safety, and audit requirements.


• Smooth day-to-day administrative and operational functioning of the facility.

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