Admin Executive - Office Administration in Bombay, भारत

Job Summary

Vision Integrated Services Pvt. Ltd. is looking for a proactive, organized, and responsible Admin Executive to manage day-to-day office administration and ensure smooth office operations.

The role involves courier management, vendor coordination, purchase and inventory management, bills and vouchers, housekeeping and pantry coordination, office maintenance, IT asset coordination, employee support, and administrative documentation.

The ideal candidate should have good coordination and follow-up skills, attention to detail, and the ability to manage multiple administrative responsibilities efficiently.

Key Responsibilities

1. Daily Office Administration

• Track incoming and outgoing couriers and ensure timely dispatch and delivery.
• Maintain courier registers and follow up with courier service providers regarding delays.
• Handle administrative queries and coordinate with employees and service providers.
• Follow up on administrative emails, pending requests, and service issues.
• Ensure the availability of essential office supplies and services.

2. Bills, Vouchers & Documentation

• Verify, process, and maintain administrative bills, vouchers, invoices, and expense records.
• Coordinate voucher clearance once or twice a week, as required.
• Collect and verify monthly bills and coordinate clearance with the Finance/Accounts team.
• Follow up with vendors and the Accounts team on pending payments and documentation.
• Maintain proper filing of purchase orders, invoices, and supporting documents.

3. Purchase & Inventory Management

• Manage monthly stationery purchases and maintain accurate stock records.
• Arrange housekeeping, pantry, and other office supplies.
• Obtain vendor quotations and coordinate purchase approvals wherever required.
• Monitor inventory levels and arrange timely replenishment.
• Ensure cost-effective purchasing while maintaining the quality of supplies.

4. Housekeeping, Pantry & Employee Engagement

• Coordinate with housekeeping and pantry service providers to maintain office cleanliness and hygiene.
• Ensure the availability of pantry essentials and other office requirements.
• Arrange refreshments and logistics for Fun Friday activities, employee celebrations, and office events.
• Coordinate with vendors for timely delivery and quality of supplies.
• Maintain records of housekeeping and pantry orders and expenses.

5. Office Repairs & Maintenance

• Coordinate office repairs, maintenance, and facility-related requirements.
• Follow up on internet, SIM card, and other office service complaints until resolution.
• Liaise with service providers for troubleshooting and maintenance.
• Maintain records of complaints, service requests, and their resolution status.

6. IT Assets & Equipment Coordination

• Coordinate with the IT team for asset allocation, repairs, and service requests.
• Follow up on laptop, desktop, printer, and other office equipment-related issues.
• Maintain IT asset records and track pending service requests.
• Ensure timely resolution of equipment-related issues through coordination with relevant teams.

7. ID Cards, Uniforms & Printing Materials

• Coordinate the ordering, stock maintenance, and distribution of employee ID cards.
• Manage uniform orders, stock availability, and distribution follow-ups.
• Coordinate printing of letterheads, company profiles, visiting cards, leave cards, attendance cards, and temporary ID cards.
• Follow up with printing vendors regarding delivery timelines and quality.
• Maintain stock and distribution records of printed materials, ID cards, and uniforms.

8. Vendor & Service Provider Coordination

• Coordinate with courier companies, stationery suppliers, housekeeping vendors, pantry suppliers, printing vendors, and maintenance providers.
• Obtain quotations and coordinate purchase approvals.
• Follow up on pending orders, deliveries, invoices, and service issues.
• Maintain updated vendor contact details, quotations, invoices, and purchase records.
• Support cost-effective purchasing and adherence to administrative budgets.

9. Administrative Records & Reporting

• Maintain updated records of purchases, inventory, bills, vouchers, couriers, and office assets.
• Prepare administrative expense reports and stock reports as required.
• Ensure proper filing and easy retrieval of supporting documents.
• Coordinate with HR, Finance/Accounts, IT, and other departments to meet administrative requirements.

Candidate Requirements

• Graduate in any discipline.
• 2–3 years of relevant experience in office administration or a similar role.
• Basic knowledge of office administration, inventory management, purchasing, and invoice documentation.
• Proficiency in MS Excel, MS Word, email, and administrative record-keeping.
• Strong vendor coordination, communication, follow-up, and organizational skills.
• Ability to independently manage multiple administrative tasks and priorities.
• Proactive approach to resolving office-related issues.
• Good attention to detail and accuracy in documentation.

Key Performance Indicators (KPIs)

• Timely courier tracking, dispatch, and delivery coordination.
• Accuracy and timely maintenance of bills, vouchers, invoices, and administrative records.
• Effective inventory management and uninterrupted availability of office supplies.
• Timely resolution of facility, maintenance, and IT equipment-related complaints.
• Timely completion of purchase, printing, ID card, uniform, and event-related requirements.
• Effective vendor coordination, follow-ups, and adherence to administrative budgets.
• Smooth day-to-day office operations and timely closure of administrative requests.