Job Description

About the Role

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We are looking for a proactive, organized and execution-oriented Senior Executive – Administration to manage the day-to-day administrative operations of the organization.

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The role will have primary responsibility for Office Administration, Facilities & Maintenance, AMC Management, Family Office / Promoter Family Support, Guest House, Fleet & Logistics, Employee Engagement & Events, MIS & Reporting, along with procurement and vendor management. Administrative stores will remain a limited supporting responsibility.

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Key Responsibilities

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- Office Administration
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- Manage smooth day-to-day office administration and workplace operations.
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- Coordinate housekeeping, pantry, security,courier, reception and general office services.
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- Ensure office infrastructure, cleanliness, safety, amenities and workplace standardsare maintained.
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- Coordinate repairs,workspace requirements and administrative supportto internal departments.
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- Monitor service quality and ensure timelyclosure of administrative issues.
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- Facilities, AMC & Maintenance
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- Coordinate preventive and breakdown maintenance of HVAC, electrical, plumbing, furniture, office equipment, CCTV and other facilities.
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- Maintain and monitor AMC/service contract schedules, renewalsand warranties.
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- Obtain quotations, coordinate negotiations and monitor vendor performance, SLA compliance and service quality.
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- Track maintenance issues, costs and recurring problems and ensuretimely closure.
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- Family Office / PromoterFamily Support
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- Provide professional, responsive and confidential administrative support to the Promoter Family / Family Office.
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- Coordinate maintenance and service requirements for promoter residences and family properties.
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- Liaise with household staff, drivers,



contractors, technicians and otherservice providers.
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- Support family functions, events and specialarrangements and ensuretimely closure of assigned requirements.
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- Maintain strict confidentiality regarding family schedules, properties, vendors and sensitive information.
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- Guest House, Fleet & General Logistics
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- Manage guest house bookings, upkeep, housekeeping, maintenance and occupancy.
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- Coordinate drivers,vehicles, servicing, repairs,insurance and statutory requirements.
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- Arrange airport transfers, local transportation, executivetravel and other business/family logistics.
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- Coordinate logistics for visitors, meetings, events and executive requirements.
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- Employee Engagement & Events
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- Coordinate employeeengagement initiatives, culturalcelebrations, annual eventsand office functions.
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- Manage event logistics, vendors,venues, refreshments, decorations, gifts and transportation.
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- Coordinate with HR and other departments for timely and cost-effective execution.
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- MIS, Reporting & Analytics
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- Prepare weekly/monthly Administration MIS and management reports.
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- Track administration expenses, AMC status, maintenance, fleet, guest house,vendors and pending actions.
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- Monitor budgets, analyse trends and identifycost-saving opportunities.
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- Develop management dashboards using Advanced Excel and Power BI and provide actionable insights.
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- Procurement & Vendor Management




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- Manage procurement of office, facility, maintenance, event and administrative requirements.
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- Obtain quotations, prepare comparisons, negotiate commercial termsand recommend vendors.
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- Raise and track PRs/POs,deliveries and invoicesin coordination with Finance and users.
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- Maintain vendor database, evaluateperformance and identifyalternate vendors and cost-saving opportunities.
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- Administrative Stores & Assets
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- Maintain basic control over stationery, pantryand housekeeping consumables.
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- Monitor essential stock levelsand conduct periodicverification.
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- Maintain the administrative asset register and coordinate servicing, movement and replacement of assets.
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- Maintain relevant warranties, contractsand service records.
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Desired CandidateProfile

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- Must be a female candidate with excellent interpersonal skills and pleasingpersonality
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- Excellent command of spoken and written English, Hindi and Marathi, with strong reading and comprehension skills
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Education

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- Bachelor's degreein business administration, Commerce, Supply Chain, Hospitality Management or related discipline.
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- Advanced Excel and Power BI proficiency is mandatory.
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Experience

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- 5–8 years of relevantexperience in Administration, Facilities, Corporate Servicesor Office Management
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- Robust experience in officeadministration, facilities coordination, AMC management, vendor management and MIS reporting.
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- Experience supporting senior management, promoters or family officesis preferred.
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- Exposure to guest house,fleet, travel/logistics and employee engagement is preferred.
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- Experience in promoter-driven or family-owned organizations is an advantage.
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📌 Executive Assistant (Pune)
🏢 Live Connections
📍 Pune