Admin Executive For Mumbai Location(Goregaon)

Job Description:

Job Title: Admin Executive

Location: Goregaon (E)

Job Summary:

We are looking for an experienced and proactive Office Administrator with 6 to 10 years of experience to oversee and optimize the daily operations of our office. This role is pivotal in ensuring seamless communication, process efficiency, and organization within the office environment. The ideal candidate will have a proven track record of managing administrative functions, a deep understanding of office workflows, and the ability to mentor and guide junior staff. As a senior member of the administration team, this person will contribute to key organizational decisions, improve office systems, and handle a variety of tasks in a fast-paced, dynamic environment.

Key Responsibilities:

• Office Operations & Coordination:
• Oversee and streamline daily office activities, ensuring smooth and efficient operations.
• Coordinate office space planning, including managing office seating arrangements, layouts, and ensuring compliance with health and safety regulations.
• Maintain up-to-date office records, filing systems, and archives to ensure easy accessibility and efficient information retrieval.
• Creating SOP for various activities related to Admin
• Vendor & Supplier Management:
• Manage relationships with key vendors and suppliers, negotiating terms and ensuring service level agreements are met.
• Oversee procurement and supply chain management, including purchasing office equipment, furniture, and other essential supplies.
• Ensure timely delivery and quality of goods and services, resolving any issues or discrepancies with vendors.
• Executive & Staff Support:
• Provide high-level administrative support to senior management, including calendar management, scheduling of meetings, events, and travel arrangements.
• Prepare confidential documents, correspondence, and presentations for leadership and team meetings.
• Coordinate cross-departmental communication and assist in facilitating key decisions, tracking deliverables, and supporting project timelines.
• Human Resources Support:
• Coordinate staff welfare programs, team-building activities, and staff training initiatives.
• Project and Event Management:
• Lead the planning and execution of company-wide events such as meetings, conferences, client events, and employee gatherings.
• Coordinate logistics, including booking venues, catering, transportation, and other event-related activities.
• Manage company-wide initiatives such as sustainability programs, wellness campaigns, and charity drives.
• Financial Administration:
• Oversee office budgets, track expenses, and ensure expenditures remain within budgetary limits.
• Assist with invoicing, purchasing, and payment processing for office-related expenses.
• Reconcile financial reports, receipts, and accounts, and maintain accurate records for audits.
• Facility Management
• Managing the pantry boys, housekeeping and Security so that office functions properly.

Qualifications:

• Bachelors degree or Post Graduate Degree in any stream
• 6-10 years of proven experience in office administration or a similar role, with increasing responsibilities.
• Expertise in office management and vendor relations.
• Advanced proficiency with office software (Microsoft Office Suite etc.) and office equipment.
• Strong organizational and multitasking skills with the ability to prioritize tasks in a fast-paced environment.
• High degree of attention to detail, ensuring accuracy and quality in all tasks.
• Ability to manage and supervise administrative staff effectively, fostering a positive team culture.
• Experience in budgeting, financial tracking, and office expenditure management.
• Knowledge of office technology, systems management, and troubleshooting.

Skills & Competencies:

• Communication: Strong verbal and written communication skills, with the ability to communicate effectively with all levels of staff and external partners.
• Attention to Detail: Precision in managing records, documents, and tasks.
• Discretion & Confidentiality: Comfortable handling sensitive and confidential information with the utmost professionalism and discretion.