Job Title: Administrative Officer
Employment Type: Full-Time
Reporting To: Directors
Location: Nariman Point, Mumbai (Head Office)
Preferred Candidate: Immediate Joiner

Role Summary

The Administrative Officer will play a pivotal role in ensuring the seamless operation of office facilities, asset management, and administrative support across multiple company sites. This position requires a proactive individual with robust organizational skills to handle maintenance, vendor coordination, record-keeping, and compliance-related tasks. The role demands regular site visits and collaboration with internal teams and external stakeholders to maintain high standards of efficiency and compliance.

Key Responsibilities

- Oversee the repair and maintenance activities for the Head office and sites, ensuring timely resolution of issues.
- Manage key access and security protocols for the Head office and Modern Centre facilities.
- Review and verify bills related to security, electricity, water, housekeeping, gardening, and miscellaneous expenses; process payments following internal approvals.
- Liaise with vendors for the procurement and servicing of air conditioning units, fire-fighting equipment, cleaning supplies, security services, housekeeping, and gardening requirements.
- Solicit and evaluate quotations from vendors for maintenance works at sites and the Head office.
- Coordinate and facilitate meetings at the site offices focused on administrative matters.
- Conduct periodic inspections at sites and Godown as required.
- Maintain comprehensive records for drivers and domestic staff, including attendance and performance tracking.
- Handle security clearances and issuance of parking stickers for vehicles at Head office, Sites and at Directors accommodations.
- Supervise maintenance operations for Head office, Sites and at Directors accommodations.
- Collect and review daily security reports from the sites.
- Arrange monthly payments to the gardener at different sites.




- Track and maintain attendance records for housekeeping personnel.
- Manage all administrative tasks related to car insurance and company asset insurance, including policy renewals, claims processing, and compliance with regulatory requirements.
- Organize and update vehicle files; prepare documentation for vehicle sales and maintain related records.
- Coordinate with RTO, Police Stations, and other government authorities for vehicle registrations, permits, and compliance.
- Schedule and oversee vehicle servicing, repairs, PUC renewals, and fuel refills; maintain detailed logs of fuel consumption and expenditures.
- Monitor vehicle challans, process payments, and ensure regulatory compliance.
- Arrange pest control services for Head office, Sites and at Directors accommodations.
- Maintain an up-to-date inventory of all insurance policies, proactively follow up on renewals, and ensure comprehensive coverage across all company assets and vehicles.
- Supervise and manage office boys, ensuring adherence to operational protocols.
- Manage the EPBX system, including allocation and maintenance of phone numbers and lines across office facilities.
- Oversee Annual Maintenance Contracts (AMC) for office equipment, systems, and infrastructure, ensuring timely renewals and vendor performance.
- Assist in ISO audit preparations, including documentation, process reviews, and compliance checks to support certification standards.
- Manage record and store operations, including archiving, retrieval, inventory control, and secure storage of company documents and assets.

Qualifications and Experience

- Bachelor's degree in Business Administration, Commerce, or a related field preferred.
- Minimum 4-5 years of experience in administrative or facilities management roles, with exposure to office maintenance and vendor coordination.
- Strong organizational and communication skills; proficiency in MS Office Suite.
- Ability to travel between sites in Mumbai and surrounding areas as needed.
- Knowledge of regulatory compliance for vehicles and insurance is advantageous.

📌 Administration Officer (Mumbai)
🏢 Modern India
📍 Mumbai