Senior Executive - Administration

Location City

Mumbai

Department

Admin Services

Experience

4 - 5 Years

Salary* INR

Designation

Senior Executive

Total Position

1

Employee Type

Third Party

Job Description

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.

• 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.

• 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.
  

• 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.