Role Summary The Admin Executive will be responsible for managing day-to-day office administration, front office operations, office facilities, vendor coordination, procurement, inventory, documentation, and reporting. The ideal candidate should be organized, proactive, and capable of independently managing multiple administrative responsibilities while ensuring a seamless office environment.

Key Responsibilities Front Office & Visitor Management

Welcome visitors and guests professionally, manage the reception area, maintain visitor records, and handle incoming calls, couriers, and visitor assistance.

Office

Administration & Facilities Management

Ensure smooth day-to-day office operations by maintaining cleanliness, hygiene, pantry supplies, housekeeping activities, and routine checks of office infrastructure including ACs, printers, lighting, electricals, coffee machines, meeting rooms, washrooms, and common areas.

Vendor

Management & Procurement

Coordinate with vendors for housekeeping, internet, printers, furniture, electrical work, AC servicing, office maintenance, and other administrative requirements. Obtain quotations, negotiate competitive pricing, procure office supplies after approvals, and maintain vendor records while ensuring timely service delivery. IT Asset, Inventory & Expense Management

Maintain records of laptops, office assets, accessories, inventory,



petty cash, invoices, and daily administrative expenses. Coordinate with IT vendors for issue resolution, repairs, asset allocation, and proper handover and return of company assets. Documentation & Reporting

Create and maintain SOPs, administrative records, invoices, and documentation. Prepare daily, weekly, and monthly reports, track pending tasks, employee requests, vendor follow-ups, and provide regular updates to the reporting manager.

Desired Candidate Profile Minimum qualification: 12th Pass (Graduate preferred).

Minimum 1 year of experience in Administration, Front Office, or Facilities Management.

Positive communication skills in English, Hindi, and Marathi.

Basic knowledge of MS Excel, Word, and Email.

Strong organizational, coordination, negotiation, and multitasking skills.

Proactive, detail-oriented, and able to manage multiple priorities independently. What We're Looking For

Strong ownership and accountability.

Excellent coordination and follow-up skills.

Cost-conscious mindset with attention to detail.

Professional attitude with a customer-first approach.

Ability to work independently while maintaining a well-organized workplace.

A positive, energetic individual who enjoys creating a seamless office experience for employees and visitors.

📌 Administrative Executive (Mumbai)
🏢 Caresmith India
📍 Mumbai