Position Overview

The Admin Executive will be responsible for managing day-to-day administrative operations to ensure smooth and productive office functioning. The role includes travel expense verification as per the company Travel Policy, AMC management, vendor coordination, facility administration, and providing administrative support across departments. The incumbent will also be responsible for timely execution of routine and ad-hoc tasks assigned by management.

Key Responsibilities

1. Administrative Operations

- Manage daily office administration activities, facilities management, housekeeping, and office maintenance.
- Ensure availability of office supplies, stationery, pantry items, and other consumables.
- Coordinate with vendors for uninterrupted functioning of internet services, printers, office equipment, and workstations.
- Supervise pantry services and ensure refreshments are adequately stocked.
- Ensure cost-effective procurement and vendor management.
- Maintain accurate inventory records for office assets, stationery, and consumables.
- Monitor repair, maintenance, and servicing activities for office infrastructure and equipment.
- Maintain organized records, files, and administrative documentation

2. Travel & Expense Management

- Review and verify employee travel expenses and reimbursement claims in line with the Company's Travel Policy and Salesforce records.
- Validate supporting documents, bills, receipts, travel modes, allowances, and policy compliance.
- Coordinate with employees to resolve discrepancies before submitting claims for approval.




- Maintain travel records and prepare monthly Travel Expense MIS reports.
- Ensure timely processing and documentation of travel-related expenses

3. AMC (Annual Maintenance Contract) Management

- Maintain and monitor AMC schedules for office equipment and services, including IT assets, air conditioners, housekeeping services, pest control, and other facility-related contracts.
- Track renewal dates and ensure timely contract renewals.
- Coordinate with vendors for preventive maintenance and scheduled servicing.
- Maintain AMC records, service reports, agreements, and renewal calendars.

4. Vendor Management

- Coordinate with vendors for quotations, negotiations, service agreements, and timely delivery of products/services.
- Monitor vendor performance and escalate service-related issues when required.
- Verify vendor invoices and supporting documents before forwarding for approval.
- Maintain vendor records and service contracts.
- Manage office petty cash with proper documentation and reconciliation.
- Assist in monitoring administrative expenses and budget utilization.

5. Office Operations Support

- Manage meeting room bookings, hospitality arrangements, and event logistics.




- Coordinate courier services, dispatches, incoming/outgoing mail, and office communications.
- Support travel arrangements including flight, train, hotel, and cab bookings when required.
- Provide administrative support for documentation, printing, scanning, and filing activities.
- Support smooth coordination between departments on administrative requirements.

6. Compliance & Reporting

- Ensure compliance with company administrative policies and procedures.
- Maintain and archive physical and digital records, contracts, agreements, and company documents.
- Prepare administrative MIS reports, AMC status reports, travel expense reports, and other management reports.
- Maintain confidentiality of employee records and company information.
- Support internal and external audits by providing necessary administrative documentation.

7. Additional Responsibilities

- Execute day-to-day tasks assigned by management within agreed timelines.
- Provide support across departments as required.
- Handle ad-hoc assignments efficiently and accurately.
- Proactively communicate updates and escalate issues requiring management intervention.
- Contribute to continuous improvement of administrative processes and controls.

Qualifications & Experience

- Graduate in any discipline.
- Experience in Administration, Facilities Management, or Office Operations.
- Experience in travel expense verification, vendor coordination, and facility administration, VISA coordination will be preferred.

📌 Administration Executive (Mumbai)
🏢 Safe Refrigerations
📍 Mumbai