Asst. Administrative Officer

Job Description: Assistant Admin Officer – Vendor Management & Facility Operations

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

Work Schedule: 6 days/week | 8-hour shift

Reports To: GM

Purpose of the Role

The Assistant Admin Officer plays a key role in ensuring smooth operational functioning and high-quality service delivery across the facility. The role involves managing vendor relationships, procurement processes, facility administration, coordination between departments, and supporting resident-related services. The candidate will act as a bridge between operations, caregiving teams, vendors, and HO departments to maintain efficiency, safety, and compliance across both facilities.

Key Roles and Responsibilities

A. Vendor Management & Procurement

• Identify, evaluate, and onboard vendors for medical, non-medical, housekeeping, F&B, and maintenance services.
• Manage the end-to-end procurement cycle—from need identification, requisitions, approvals, ordering, delivery follow-up, and payment intimation.
• Maintain an updated vendor database, service agreements, AMC records, rate charts, and contract renewals.
• Monitor vendor performance, service quality, and adherence to SLAs.
• Ensure uninterrupted supply of consumables, operational stock, equipment, and resident-use materials at the facility.
• Work closely with Network/Vendor team for timely sourcing and escalation of supply issues.
• Coordinate with the Finance team for invoice verification, payment follow-ups, and documentation.
• Periodically review vendor costs and explore opportunities for cost efficiency without compromising service quality.

B. Facility Administration & Operational Support

• Support the UIC-Operations in overall daily operations of the senior living facility.
• Maintain inventory sheets, stock registers, asset management records, and procurement documentation.
• Oversee and coordinate housekeeping, catering, security, laundry, and maintenance vendor teams to ensure smooth, high-quality services.
• Inspect facility areas regularly and raise service tickets for repairs, maintenance, or compliance gaps.
• Track resolution of operational issues such as equipment breakdowns, shortages, or service lapses.
• Assist in ensuring compliance with safety, hygiene, statutory, and audit requirements.
• Maintain resident files, necessary administrative records, attendance logs, and facility registers.
• Support the planning and execution of wellness programs, engagement activities, and family interactions.
• Facilitate smooth coordination between Belapur and Panvel units for operational or resource support.

C. Coordination, Communication & Reporting

• Prepare weekly/monthly operational reports including procurement status, vendor performance, stock levels, and facility updates.
• Coordinate with HO departments for approvals, escalations, and administrative requirements.
• Ensure seamless cross-functional communication between care staff, operations, and external vendors.
• Participate in operational review meetings and present updates on functional areas.
• Maintain proper documentation, digital records, and reporting dashboards.

Qualifications & Experience

• Bachelor's Degree in any discipline.
• 3–5 years of experience in admin, operations, procurement, or facility management; prior experience in healthcare, senior living, hospitality, or service industry is preferred.
• Strong understanding of vendor management, procurement processes, and basic finance workflow.
• Excellent communication, documentation, and negotiation skills.
• Proficient in MS Office (Excel, Word, PowerPoint) and basic record management tools.
• Ability to multitask, remain proactive, and work independently with minimal supervision.
• Compassionate and resident-centric approach, aligned with the ethos of senior care.
• Willingness for local travel between Belapur and Panvel as needed.

Job Type: Full-time

Pay: From ₹25,000.00 per month

Work Location: In person