Job Description

Location City
Mumbai
Department
Admin Services
Experience
4 - 6 Years
Salary700000 INR
Designation
Senior Executive
Total Position
1
Employee Type
Fixed Term

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.