Asst Admin Officer
3 days ago
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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