Job Description

Location City
Mumbai
Department
Admin Services
Experience
4 - 5 Years
SalaryINR
Designation
Senior Executive
Total Position
1
Employee Type
Third Party

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JobSummary:

The Senior Executive - Administration is responsible for managingday-to-day office operations, vendor coordination, facilities management, andsupporting the accounts payable process by ensuring accurate and timelysubmission of vendor invoices for payment. The role requires a high level oforganization, attention to detail, and coordination with both internaldepartments and external vendors. The position also requires a willingness towork flexible hours as needed and the flexibility to undertake client assignmentsat client locations.

Key Responsibilities:

Office Management & Facility Support

o Oversee thesmooth functioning of daily office operations (housekeeping, pantry,stationery, courier, etc.)


oSupervisefront-desk activities, security, and overall office upkeep.


oCoordinaterepair and maintenance activities with vendors and building management.


oMonitorinventory of office supplies and ensure timely procurement.





Vendor & Contract Management

o Manage vendorrelationships, including AMCs and service contracts (housekeeping, pestcontrol, office equipment, etc.)


oNegotiateservice agreements and ensure all vendor documentation is up-to-date.


oMaintaindetailed records of contracts, service performance, and renewals.





Accounts Payable Coordination

oCollect andverify vendor invoices against services delivered or purchase orders.


oEnsurecompleteness of supporting documents and adherence to internal policies.


oProcess andsubmit verified invoices to the Accounts/Finance team for timely payments.


oFollow up onpayment status and maintain vendor communication to ensure transparency.


oAssist inresolving invoice or payment discrepancies in coordination with vendors andaccounts team.





Travel & Logistics

oArrangedomestic and international travel including flight bookings, hotelaccommodations, and transport.


oEnsureadherence to travel policies and assist with related expense tracking.


oSupportplanning and logistics for corporate events, team off-sites, and meetings.





Compliance & Documentation

oMaintainup-to-date records of office lease, insurance, licenses, and compliancecertificates.


oSupportstatutory and internal audits by providing necessary documentation.


oEnsurecompliance with safety, health, and fire regulations.





Employee & Interdepartmental Support

oAssist withnew employee onboarding (ID creation, workstation setup, welcome kits).


oAct as apoint of contact for employee administrative queries.


oCommunicatekey facility updates and coordinate internal logistics.

Requirements

:

4-6 years of experience in office administration with exposure toaccounts payable processes. Proficiency in MS Office tools:

o Excel - fordata tracking, vendor invoice logs, and reporting


o Word - fordrafting communications, documentation, and policy updates


o PowerPoint -for preparing administrative presentations and reports

Strong coordination, documentation, and communication skills. Ability to multitask, work independently, and manage deadlineseffectively.

DesirableSkills

:

Knowledge of invoice processing and basic understanding ofaccounting entries. Experience in managing admin and accounts payable responsibilitiesin a mid-to-large corporate setup. Exposure to compliance requirements, vendor audits, anddocumentation standards. Willingness to work flexible hours as required by the role.
* Flexibility to work on client assignments at client locations.