Administration Executive

Department

Administration

Reports To

Manager Human Resources

Job Summary

The Administration Executive is responsible for managing administrative operations across corporate and branch offices, ensuring efficient workplace management, facility administration, vendor coordination, asset management, and employee support. The role also supports organizational initiatives related to branch operations, workplace diversity, inclusion, and employee well-being.

Key Responsibilities

Office & Administration Management

- Manage daily office operations and ensure smooth functioning of administrative activities.
- Maintain office supplies inventory and coordinate procurement requirements.
- Ensure proper upkeep of office infrastructure, equipment, and facilities.
- Coordinate administrative support for business functions and leadership teams.

Branch Management

- Oversee administrative operations across multiple branch locations.
- Ensure standardization and implementation of administration policies, processes, and workplace guidelines across branches.
- Coordinate with branch stakeholders to address operational and facility-related requirements.
- Conduct periodic branch visits and audits to ensure compliance with company standards.
- Monitor branch administration budgets, expenditures, and vendor performance.
- Support current branch setup, relocation, expansion, and closure activities as required.

Vendor & Contract Management

- Identify, onboard, and manage vendors and service providers.
- Negotiate contracts and ensure cost-effective procurement of administrative services.
- Monitor vendor performance and service level agreements (SLAs).




- Coordinate invoice processing and timely vendor payments.

Travel & Event Coordination

- Arrange employee travel, accommodation, and transportation requirements.
- Support corporate events, employee engagement programs, leadership visits, and meetings.

Compliance & Documentation

- Maintain administrative records, contracts, licenses, and statutory documents.
- Ensure compliance with company policies, safety requirements, and applicable regulations.
- Prepare MIS reports, administration dashboards, and expense tracking reports.

Employee Support

- Support employee onboarding by arranging workstations and office access.
- Address employee administration and facility-related concerns.
- Ensure high standards of workplace experience and employee satisfaction.

Board Meeting & Leadership Support

- Coordinate administrative arrangements for Board Meetings, Management Reviews, and Leadership Meetings.
- Arrange meeting rooms, seating, conference facilities, and required logistics.
- Coordinate and order food, beverages, and refreshments for Board Meetings, leadership meetings, and corporate events, ensuring quality and timely service.
- Liaise with vendors and caterers for meeting and event requirements.
- Ensure meeting materials, stationery, presentation equipment, and hospitality arrangements are available and managed efficiently.
- Track meeting-related expenses and maintain records for reimbursement and budgeting purposes.

Required Qualifications

- 12th + certification or Bachelor's degree in Aviation and Hotel Management
- 1-4 years of experience in Administration, Facilities Management, or Branch Operations.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

📌 Administration Manager (Mumbai)
🏢 Teamspace Financial Services Private
📍 Mumbai