Position: Admin Executive

Department: Administration

Location: Mumbai

Employment Type: Full-Time

Experience: 02 Years

Reporting To: HR Manager / Management

About the Role

We are looking for a responsible, proactive, and well-organized Admin Executive to manage the company's day-to-day administrative operations and ensure smooth functioning of the office. The ideal candidate should be detail-oriented, professional, and capable of coordinating effectively with employees, management, vendors, clients, and external stakeholders.

Key Responsibilities

Office Administration & Facility Management

- Manage day-to-day office administration, facilities, infrastructure, equipment, and supplies.
- Ensure availability of stationery, pantry supplies, and other office requirements.
- Coordinate housekeeping, security, repairs, maintenance, and facility-related activities.
- Monitor essential services including internet, electricity, telephone, AC, and other utilities.
- Coordinate with building management/society for office-related matters.
- Maintain records of office assets, equipment, inventory, and administrative items.

Vendor & Procurement Management

- Coordinate with vendors, suppliers, maintenance agencies, courier companies, and service providers.
- Obtain quotations and coordinate procurement of office requirements.
- Maintain vendor records and follow up on deliveries, services, payments, and pending issues.
- Track renewals of contracts, AMCs, licenses, subscriptions, and other services.
- Ensure cost-effective and timely procurement of administrative requirements.

Administrative Documentation & Records

- Maintain organized physical and digital administrative records.
- Maintain records of assets, purchases, expenses, vendors, contracts, and office documentation.
- Prepare administrative reports, registers, trackers, and MIS as required.




- Maintain confidentiality and proper filing of important company documents.

Employee & Management Support

- Provide administrative support to employees, HR, and senior management.
- Coordinate employee requirements including ID/access cards, stationery, facilities, and other administrative needs.
- Assist HR with employee joining, exit formalities, events, meetings, and internal activities.
- Support management with appointments, meetings, travel arrangements, and special assignments.

Travel, Meetings & Visitor Management

- Coordinate business travel, transportation, accommodation, and itineraries.
- Arrange meeting rooms and ensure required facilities are available.
- Coordinate with clients, guests, and visitors and ensure professional reception and assistance.
- Manage incoming and outgoing courier, postal, and document dispatch requirements.

Expenses & Compliance

- Manage routine administrative purchases and office expenses.
- Maintain bills, invoices, quotations, petty cash, and purchase records, wherever applicable.
- Coordinate with the Accounts team for vendor payments and reimbursements.
- Maintain records of office-related licenses, registrations, agreements, and renewals.
- Support HR and management with administrative and statutory documentation.

Required Qualifications & Skills

- Bachelor's degree in Business Administration, Management, Commerce, or a related field.
- 0–2 years of experience in administration, office management, or a similar role.
- Strong communication and interpersonal skills.
- Proficiency in MS Office / Google Workspace.
- Strong organizational, multitasking, and time-management abilities.
- Good vendor coordination and negotiation skills.
- Basic understanding of procurement, invoices, and office expenses.
- Skilled attitude, attention to detail, and problem-solving ability.
- Ability to handle confidential information responsibly.

📌 Administration Executive (Mumbai)
🏢 Macforr Corporate Services
📍 Mumbai