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Asst Admin Officer

Asst Admin Officer

ConfidentialMumbai, India
4 hours ago
Job description

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 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.
  • Skills Required

    Procurement, Word, Powerpoint, Excel, Vendor Management, Ms Office

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