Job Description

Location City
Mumbai
Department
Admin Services
Experience
4 - 6 Years
SalaryINR
Designation
Senior Executive
Total Position
1
Employee Type
Fixed Term

About Nexdigm:

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Job Summary:

The Senior Executive - Administration is responsible for managing day-to-day office operations, vendor coordination, facilities management, and supporting the accounts payable process by ensuring accurate and timely submission of vendor invoices for payment. The role requires a high level of organization, attention to detail, and coordination with both internal departments and external vendors. The position also requires a willingness to work flexible hours as needed and the flexibility to undertake client assignments at client locations.

Key Responsibilities:

Office Management & Facility Support

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


o Supervise front-desk activities, security, and overall office upkeep.


o Coordinate repair and maintenance activities with vendors and building management.


o Monitor inventory of office supplies and ensure timely procurement.

Vendor & Contract Management

o Manage vendor relationships, including AMCs and service contracts (housekeeping, pest control, office equipment, etc.)


o Negotiate service agreements and ensure all vendor documentation is up-to-date.


o Maintain detailed records of contracts, service performance, and renewals.

Accounts Payable Coordination

o Collect and verify vendor invoices against services delivered or purchase orders.


o Ensure completeness of supporting documents and adherence to internal policies.


o Process and submit verified invoices to the Accounts/Finance team for timely payments.


o Follow up on payment status and maintain vendor communication to ensure transparency.


o Assist in resolving invoice or payment discrepancies in coordination with vendors and accounts team.

Travel & Logistics

o Arrange domestic and international travel including flight bookings, hotel accommodations, and transport.


o Ensure adherence to travel policies and assist with related expense tracking.


o Support planning and logistics for corporate events, team off-sites, and meetings.

Compliance & Documentation

o Maintain up-to-date records of office lease, insurance, licenses, and compliance certificates.


o Support statutory and internal audits by providing necessary documentation.


o Ensure compliance with safety, health, and fire regulations.

Employee & Interdepartmental Support

o Assist with new employee onboarding (ID creation, workstation setup, welcome kits).


o Act as a point of contact for employee administrative queries.


o Communicate key facility updates and coordinate internal logistics.

Requirements

:

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

o Excel - for data tracking, vendor invoice logs, and reporting


o Word - for drafting 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 deadlines effectively.

Desirable Skills

:

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

Hiring Process -

Technical Interview Assessment (Technical,Behavioral etc)


Your interaction with us will include, but not be limited to,

* Finally, our people are our most valuable asset; if you agree with us on this, we would love to meet you!