Position Title Admin Manager

Department Administration & Operations

Reports To HR Manager

Employment Type Full time

Location Mumbai, India

Experience Required 3–6 Years.

The ideal candidate brings a refined sense of organisation, a mature professional disposition, and the ability to manage multiple responsibilities with grace and efficiency.

Key Responsibilities

Office Administration & Operations

- Oversee and manage all administrative functions of the office, ensuring seamless day-to-day operations
- Maintain and improve internal systems, workflows, and standard operating procedures
- Manage scheduling, calendars, and meeting coordination for senior leadership
- Handle correspondence — emails, letters, and communication on behalf of the management team
- Ensure the office environment is professional, well-stocked, and conducive to productivity

Vendor & Procurement Management
- Liaise with vendors, suppliers, and service providers to ensure timely procurement of materials and services
- Maintain an updated vendor database and negotiate rates in line with budget parameters
- Process purchase orders, invoices, and coordinate with the accounts team for timely payments

Documentation & Compliance
- Maintain organised digital and physical records including contracts, proposals, and internal documents
- Ensure company documentation is compliant with regulatory and statutory requirements
- Prepare and manage MIS reports, event trackers, and administrative dashboards
- Handle onboarding documentation and coordinate HR administrative functions

Team & Event Support
- Coordinate logistics for internal team meetings, client presentations, and site visits




- Support event production teams with administrative and logistical requirements
- Assist in managing freelancer and vendor agreements for specific events
- Serve as the point of contact for facility management, travel, and hospitality arrangements

Asset & Inventory Management
- Maintain a comprehensive asset register covering all company-owned items including laptops, equipment, event tools, and branded collateral
- Track issuance, return, condition, and servicing history of laptops and electronic devices assigned to team members
- Oversee management of staff uniforms — including procurement, sizing, issuance, and upkeep — ensuring a consistent and refined brand presentation at all times
- Manage hamper and gifting inventory for client appreciation, festivals, and event-related gifting requirements
- Coordinate timely replenishment of inventory to avoid shortfalls during peak event seasons
- Conduct periodic physical audits of all assets and reconcile records with the finance team
- Ensure proper storage, labelling, and documentation of all inventory items
- Liaise with vendors for procurement of inventory items within approved budget parameters

Financial & Budget Administration
- Assist in preparation and tracking of departmental budgets and operational expenses




- Maintain petty cash records and submit accurate expense reports
- Coordinate with accounts for billing, reimbursements, and reconciliation

Qualifications & Requirements

Education

- Bachelor's degree in Business Administration, Management, or a related field
- Post-graduate qualification in HR, Operations, or Event Management is an added advantage

Experience
- 3–6 years of experience in office administration, operations, or executive assistance
- Prior experience in event management, hospitality, or a creative industry is highly preferred
- Demonstrated ability to manage multiple priorities in a fast-paced environment

Skills & Competencies
- Exceptional organisational and multitasking abilities
- Strong written and verbal communication skills in English; proficiency in Hindi or Marathi is a plus
- Proficiency in MS Office Suite (Word, Excel, PowerPoint) and Google Workspace
- Familiarity with project management tools (Notion, Asana, Trello) is advantageous
- Discretion and professionalism when handling sensitive or confidential information
- A proactive mindset with a problem-solving approach and eye for detail

What We Offer
- An opportunity to be part of a growing, reputed brand in the luxury event management space
- A team-oriented and creative work setting that values initiative and refined thinking
- Competitive compensation commensurate with experience
- Exposure to curated, high-profile events and a distinguished clientele
- Professional development and growth opportunities within the organisati

Pay: ₹500,000.00 - ₹600,000.00 per year

Work Location: In person

📌 Admin Manager (Prabhadevi)
🏢 Adya Services
📍 Prabhadevi