Job Title : Senior Executive – Administrative
Department : Administration
Location : Mumbai, Maharashtra
Reporting To : Business Head
Job Summary
The Senior Executive – Administrative plays a key role in ensuring smooth and efficient day-to-day operations of the office. The position involves managing facilities, coordinating administrative functions, supporting inter-departmental activities, and maintaining compliance with company policies. The incumbent will be responsible for ensuring that the office environment remains organized, safe, and conducive to productivity. This role demands excellent coordination, multitasking, and communication skills to support the management and employees effectively.
Key Responsibilities
1. Office Management
- Oversee day-to-day office operations, ensuring all facilities and utilities are functioning efficiently.
- Maintain office supplies and inventory, ensuring timely procurement and replenishment.
- Organize and optimize office layout to promote a safe, efficient, and professional work environment.
- Supervise housekeeping, cafeteria, and maintenance staff to ensure cleanliness and hygiene standards are met.
- Ensure preventive maintenance and timely servicing of office equipment, including printers, telecommunication systems, and air-conditioning units.
2. Clerical and Administrative Support
Manage incoming and outgoing communication, including phone calls, emails, and correspondence.Draft, format, and manage official documents such as reports, letters, and memos.Maintain and update filing systems both digital and physical for easy document retrieval and compliance.Support management in preparing presentations and administrative reports.3. Scheduling and Coordination
Manage calendars, appointments, and travel schedules for the Business Head / General Manager.Organize travel itineraries, accommodation, and logistics for management and visiting delegates.Coordinate internal meetings, vendor visits, and company events.Facilitate smooth communication between internal departments and external stakeholders.4. Record Keeping and Compliance
Maintain accurate administrative records, databases, and MIS reports.Handle confidential company and personnel information with discretion.Track and ensure timely renewals of company licenses, AMC contracts, and statutory documents.Oversee disposal of office scrap and obsolete items in line with sustainability and company policies.5. Customer and Client Support
Manage front desk and reception activities to ensure a professional and welcoming environment.Handle visitor management, guest coordination, and client / vendor interactions courteously.Address and resolve routine inquiries or escalate them appropriately.6. Cross-Departmental Support
Provide administrative support to HR, Finance, and other departments as required.Assist in coordinating employee engagement activities and office events.Facilitate onboarding logistics for new employees (ID cards, desk setup, access, etc.).7. Vendor and Contract Management
Maintain relationships with vendors, contractors, and service providers.Handle vendor contracts, renewals, and annual maintenance agreements (AMC).Evaluate vendor performance and ensure timely service delivery and payment processing.Support negotiations to optimize cost and service quality.Qualifications and Skills
Bachelor’s Degree in any discipline (Graduate in Business Administration preferred).3–5 years of experience in office administration, facilities management, or a similar role.Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and basic data management tools.Strong written and verbal communication skills.Excellent organizational and multitasking abilities.High level of integrity, professionalism, and confidentiality.Ability to work independently and handle multiple priorities efficiently.