Job Description – Facilities & Administration Executive

Job Summary

The Facilities & Administration Executive will be responsible for managing administration, facilities, repair & maintenance, vendor coordination and operational support for Manubhai retail stores/showrooms across Mumbai. The role will ensure stores remain operational, safe, clean and well-maintained while ensuring timely resolution of facility-related issues and effective coordination with internal teams and external vendors.

Key Responsibilities
Repair & Maintenance

Manage preventive and breakdown maintenance activities and coordinate with AMC vendors for timely service and closure. Handle and follow up on electrical, plumbing, carpentry, HVAC/AC and general maintenance requirements. Ensure all complaints are attended to within the committed TAT and critical breakdowns are prioritised to minimise business disruption.

Vendor & Facility Services

Coordinate with housekeeping, security, stewarding and other outsourced agencies. Verify attendance, grooming, service quality and compliance with SOPs. Review relevant registers and security round records and ensure timely resolution of service-related issues. Conduct regular vendor reviews and provide feedback for continuous improvement.

Procurement & Purchase

Source packaging materials, office supplies, housekeeping supplies, refreshments and other operational requirements. Obtain competitive quotations, negotiate with vendors, prepare Purchase Orders and coordinate with Accounts for purchase and payment processes. Maintain optimum stock levels of essential consumables and ensure timely replenishment.

Vehicle & Petrol Management





Coordinate vehicle insurance renewals, obtain quotations and assist with insurance claims. Monitor petrol expenditure through the BPCL system, ensure timely account replenishment and submit monthly petrol expenditure statements to Accounts.

Asset & Administrative Management

Maintain asset records and support asset tagging, barcoding and movement between locations. Ensure proper storage and safekeeping of company materials. Manage mobile phones and corporate SIM cards, including issue, replacement and disconnection. Coordinate travel, hotel and transport bookings as required and support gate pass and other administrative requirements.

Store & Stakeholder Coordination

Conduct regular store/facility visits to identify issues proactively and ensure timely corrective action. Coordinate with Store Managers, internal departments, vendors and contractors for smooth execution of operational requirements. Support new store openings, refurbishment and infrastructure-related activities as required. Perform other responsibilities assigned by Management.

Candidate Profile

Graduate with relevant experience in Administration, Facilities Management or Retail Facilities. Experience managing retail stores, showrooms, offices or multi-location facilities is preferred. Experience in vendor management, AMC, housekeeping/security services, procurement and repair & maintenance is essential. Candidates from retail, jewellery, hospitality or corporate environments will be preferred.

Pay: ₹30,000.00 - ₹45,000.00 per month

Advantages:

- Health insurance
- Leave encashment
- Paid time off
- Provident Fund

Work Location: In person

📌 Admin Executive (Mumbai City)
🏢 Manubhai Gems
📍 Mumbai City