Job Description

Job description

Location: Head Office - Kandivali West, Mumbai

Reporting To: HR & Admin Head

Job Purpose

The Administration Executive is responsible for managing day-to-day administrative operations at the Head Office and acting as a key coordination link with the factory for all administrative, facility, and support-related matters. The role ensures smooth office functioning, compliance with company policies, and timely coordination between corporate and plant administration.

Key Responsibilities

- Head Office Administration

Manage day-to-day administrative activities to ensure smooth functioning of the Head Office. Oversee office infrastructure, housekeeping, security, pantry, and maintenance services. Coordinate with vendors for office supplies, stationery, housekeeping, courier, and other administrative services. Maintain records of assets, consumables, and administrative expenses.
- Factory / Plant Administration Coordination

Act as the primary point of contact between Head Office and factory for administrative matters. Coordinate with factory administration on manpower support, housekeeping, security, transport, and facility-related requirements. Follow up with factory teams on administrative documentation, approvals, and compliance-related data. Assist in resolving inter-office administrative issues and ensure timely closure.
- Vendor & Contract Management

Identify, onboard, and coordinate with administrative vendors as per company procedures. Track vendor contracts, service agreements, renewals, and payment timelines. Verify vendor bills and coordinate with finance for timely processing and payment.
- Travel & Logistics Support

Coordinate travel bookings (air, rail, hotel, local conveyance) for Head Office and factory personnel, as required. Arrange transport, accommodation, and logistics support for plant visits, audits, and meetings.
- Asset & Facility Management

Maintain updated asset registers for Head Office and coordinate asset movement with the factory. Track issuance, return, and maintenance of office and plant administrative assets. Support office layout changes, seating arrangements, and relocation activities, if any.
- Compliance & Documentation

Maintain proper documentation for administrative records, vendor files, approvals, and statutory displays (as applicable). Support internal and external audits by providing required administrative data and records. Ensure compliance with company policies, safety norms, and administrative SOPs at Head Office.
- Coordination with HR & Finance

Support HR in administrative aspects of onboarding, employee movements, and exit formalities. Coordinate with finance for budget tracking, administrative expenses, and vendor payments.
Key Skills & Competencies

Strong administrative and coordination skills Ability to liaise effectively with factory/plant teams and corporate stakeholders Vendor management and negotiation skills Proficiency in MS Excel, MS Word, and basic ERP systems Strong follow-up, documentation, and organizational skills
Educational Qualification

Bachelor's degree in business administration, Commerce, or any relevant discipline
Experience

Min. 5 years of experience in administration or office management Prior experience coordinating with a factory or manufacturing plant preferred
Job Types: Full-time, Permanent

Pay: ?400,000.00 - ?550,000.00 per year

Benefits:

Health insurance Paid sick time Paid time off Provident Fund
Application Question(s):

Can you reliably commute to Kandivali West, Mumbai? Are you ok with Mon-Sat, 6 days a week, on-site role? What's your current CTC? What's your expected CTC? What's your Notice Period?
Work Location: In person