Job Title: Account Executive & Office Administration

Location: Badlapur Project Site, Mumbai & Other Locations

Department: Accounts & Administration

Reporting To: Accounts Head & Head Office Management

Industry: Construction / Real Estate / Infrastructure

Position Summary

We are seeking a proactive and highly organized Account Executive & Office Administration Executive to manage site-level accounting, administration, procurement coordination, vendor management, compliance documentation, and office operations for our construction project at Badlapur, Mumbai.

The candidate will act as the single point of coordination between the project site and Head Office, ensuring smooth execution of accounting, administrative, HR, procurement, and compliance activities. He should have high ethics and integrity to ensure correct information and data.

Key Responsibilities

A. Accounts & Finance

- Maintain site-level accounts, vouchers, petty cash, and expense records.
- Process vendor bills, invoices, and payment documentation.
- Verify and maintain purchase records, delivery challans, and GRNs.
- Reconcile petty cash, advances, and site expenditures.
- Coordinate with Head Office Accounts Team for payments, taxation, and accounting entries.
- Maintain accurate records of project expenditures and budget tracking.
- Prepare weekly and monthly financial reports for management review.
- Support audits and statutory compliance documentation.

B. Vendor Management & Contracts
- Coordinate onboarding of vendors and subcontractors.
- Prepare and maintain Vendor Agreements, Work Orders (WO), Purchase Orders (PO), and Service Contracts.
- Track vendor performance, billing, and payment status.
- Maintain vendor database and contract records.
- Ensure proper documentation and approvals before issuing POs and WOs.
- Follow up with vendors regarding deliveries, invoices, and compliance requirements.

C. Procurement & Store Management




- Manage procurement of construction materials, consumables, office supplies, and equipment.
- Obtain quotations and prepare comparative statements.
- Coordinate material delivery schedules with project teams.
- Maintain stock registers and inventory records.
- Monitor material consumption and prepare replenishment requests.
- Ensure proper receipt, storage, and issuance of materials.
- Conduct periodic stock verification and reconciliation.

D. Office Administration
- Manage all day-to-day office administration activities at the project site.
- Maintain office records, files, registers, and correspondence.
- Manage office assets, equipment, stationery, and consumables.
- Coordinate travel arrangements, vehicle management, and accommodation requirements.
- Maintain vehicle logbooks, fuel records, and usage reports.
- Coordinate housekeeping, security, and facility management activities.

E. Labour & HR Compliance
- Maintain labour attendance and manpower records.
- Coordinate labour license documentation and compliance requirements.
- Maintain employee records, joining documents, and statutory registers.
- Support compliance related to PF, ESIC, labour laws, and contractor workforce documentation.
- Coordinate onboarding and induction of site staff.
- Track employee leave records and attendance.
- Assist Head Office HR Team in implementing company policies and procedures.

F. Guest House Management
- Manage project guest house operations and upkeep.
- Coordinate room bookings and visitor accommodations.
- Monitor housekeeping, maintenance,



and utility services.
- Maintain inventory of guest house assets and consumables.
- Ensure smooth hospitality arrangements for management and visitors.

G. MIS & Reporting
- Prepare daily, weekly, and monthly MIS reports.
- Submit expenditure reports, procurement status reports, manpower reports, and inventory reports.
- Coordinate regularly with Head Office regarding project administration and accounts.
- Maintain document control and project records.

Desired Skills & Competencies
- Strong knowledge of accounting principles and office administration.
- Experience in construction project accounting and administration.
- Knowledge of labour law compliance, PF, ESIC, and contractor documentation.
- Experience in vendor management and procurement processes.
- Strong drafting skills for Purchase Orders, Work Orders, and vendor contracts.
- Excellent communication and coordination skills.
- Ability to work independently at project site locations.
- Valuable negotiation and vendor handling capabilities.
- High level of integrity and attention to detail.

Software Skills
- Tally Prime
- MS Excel (Advanced)
- MS Word
- MS Outlook
- ERP Systems (preferred)
- Google Workspace

Educational Qualification
- B.Com / M.Com / MBA (Finance) / Equivalent
- Additional qualification in HR, Administration, or Supply Chain will be an advantage.

Experience
- Minimum: 5 Years
- Preferred: 510 Years in Construction, Infrastructure, Industrial, or Real Estate Projects.

Key Performance Indicators (KPIs)
- Accuracy of accounting and expense records.
- Timely processing of vendor bills and payments.
- Procurement turnaround time.
- Store inventory accuracy.
- Compliance with labour and statutory requirements.
- Timely MIS reporting to Head Office.
- Efficient management of office and guest house operations.
- Vendor and stakeholder satisfaction.

📌 Account and Administration Executive (Mumbai)
🏢 Yagya Buildcon
📍 Mumbai