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 : - 3-3.5 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 accountsEnsure 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 facilityMonitor 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 operationsMaintain 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 requiredPerformance 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.Skills Required
Procurement, Word, Powerpoint, Excel, Vendor Management, Ms Office