Executive Coordination, Administration & MIS - Santacruz

Qualification: Graduate in any discipline

Experience: Minimum 4-6 years in MIS, Administration, Property Management, Facility Management, Asset Management, or Operations Coordination

Role Purpose:

The Executive Coordination, Administration & MIS will be responsible for supporting the Department in managing portfolio-wide reporting, data consolidation, administrative coordination, and operational tracking across all properties. The role will ensure timely collection, validation, analysis, and submission of management information while driving effective coordination between Head Office, site teams, service partners, and internal stakeholders.

Key Responsibilities:

Coordination & Administrative Support

- Coordinate operational and administrative activities between Head Office and property/site teams.
- Maintain reporting calendars, review schedules, meetings, audits, site visits, and management review timelines.
- Prepare Minutes of Meetings action trackers, status reports, and follow-up records.
- Monitor closure of assigned action points and ensure timely submission of information by stakeholders.
- Maintain centralized documentation, records, templates, trackers, and correspondence.

MIS & Management Reporting

- Collect, validate, consolidate, and analyse data received from multiple properties/sites.
- Prepare Weekly MIS, Monthly Management Reports dashboards, and management summaries.
- Ensure accuracy, completeness, consistency, and timely submission of reports.
- Track operational, financial, and service performance indicators across the portfolio.
- Conduct trend analysis, identify variances, exceptions, and recurring issues,



and highlight observations to management.
- Prepare presentations, reports, charts, and management review packs.

Facility/Asset Management Support

- Maintain property profiles, asset inventories, and centralized site information.
- Track preventive maintenance schedules, equipment breakdowns, asset performance, and critical operational issues.
- Consolidate site inspection observations, photographs, action plans, and closure reports.
- Support portfolio-level reporting and performance reviews for property and asset management activities.

Vendor & Contract Management

- Maintain vendor, AMC, CMC, and contract databases.
- Monitor contract validity, renewal timelines, performance records, and compliance requirements.
- Coordinate with vendors and site teams for timely closure of pending actions.
- Generate vendor performance reports and renewal alerts for management review.

Stakeholder Coordination

- Track complaints, service requests, escalations, and closure status.
- Monitor complaint ageing, response timelines, repeat issues, and service trends.
- Coordinate with site teams to ensure timely resolution of escalated concerns.
- Maintain stakeholder communication records and service-performance reports.

Manpower & Soft Services MIS

- Maintain manpower deployment, attendance, absenteeism,



and vacancy trackers across properties.
- Monitor housekeeping, front office, landscaping, waste management, and other support service metrics.
- Track training records, service-quality audits, compliance observations, and corrective actions.
- Prepare manpower utilization and service-performance analysis reports.

Systems, Documentation & Process Improvement

- Update and maintain CAM, Helpdesk, ERP, and related reporting systems.
- Ensure proper filing, document control, version management, and record retention.
- Support implementation of reporting standards, SOPs, checklists, and process controls.
- Identify opportunities to improve data quality, reporting efficiency, and operational coordination.

Technical Competencies

- Advanced proficiency in MS Excel, including Pivot Tables, Lookups, Dashboards, and Data Analysis.
- Strong working knowledge of PowerPoint and management presentations.
- Exposure to Power BI or data visualization tools preferred.
- Familiarity with CAFM, ERP, Helpdesk, and web-based reporting platforms.
- Strong analytical, reporting, and documentation capabilities.
- Effective written and verbal communication skills.

Behavioural Competencies

- Robust attention to detail and ownership mindset.
- Excellent coordination and stakeholder management skills.
- Proactive follow-up and result-oriented approach.
- Strong analytical and problem-solving ability.
- Ability to manage multiple priorities and deadlines.
- High standards of integrity, professionalism, and confidentiality.

Interested candidates can share their cv at [email protected] Best Regards,

Priyanka Kunsingh

📌 Executive MIS (Santacruz) (Mumbai)
🏢 Raheja Universal
📍 Mumbai