OFFICE ADMINISTRATOR & ACCOUNTANTCompany: Hyperloop Group

Location: CBD Belapur, Navi Mumbai

Department: Redevelopment PMC / Tender / Administration & Accounts

Employment Type: Full-Time

Experience: 1–4 Years

Qualification: Graduate in any discipline; B.Com preferred. Candidates with a Diploma/Degree in Civil Engineering, Architecture, Construction Management or related fields may also be considered.

About the RoleWe are looking for an Office Administrator & Accountant to support our Redevelopment PMC, Tender, Administration and Accounts functions.

The role will involve handling day-to-day office administration, accounting and bookkeeping, tender documentation, project documentation, developer/tenderer coordination and financial record management.

The candidate will work closely with the PMC team, society office bearers, architects, engineers, legal/financial consultants, developers, contractors and senior management across multiple cooperative housing society redevelopment projects.

The ideal candidate should be organised, detail-oriented and comfortable handling both accounts and administrative/tender-related responsibilities.

Key Responsibilities1. Accounts & Bookkeeping – Mandatory

- Maintain day-to-day company accounts and bookkeeping.
- Record sales, purchases, expenses, receipts, payments and journal entries.
- Maintain cash book, bank book, ledger and petty cash records.
- Prepare and maintain invoices, bills, payment vouchers and receipts.
- Perform regular bank reconciliation and ledger reconciliation.
- Track receivables and payables and follow up for pending payments.
- Maintain vendor, consultant and client account records.
- Assist in preparation of monthly income and expenditure statements.
- Maintain project-wise and company-wise financial records.
- Coordinate with CA / tax consultant for accounting, taxation and statutory requirements.
- Assist in preparation of data for GST, TDS, income tax and other statutory compliances.
- Maintain proper supporting documents for all accounting transactions.
- Verify bills, invoices and expense claims before processing.
- Maintain records of professional fees, PMC fees, consultancy charges and project-related expenses.

Tally – Compulsory
- Hands-on working knowledge of Tally Prime is mandatory.
- Enter and maintain accounting transactions in Tally Prime.
- Create and maintain ledgers, groups, vouchers and invoices.
- Handle purchase, sales, receipt, payment and journal entries.
- Perform bank reconciliation and basic accounting reports through Tally.
- Generate ledger statements, trial balance, outstanding reports and other routine reports.
- Knowledge of Tally + GST will be strongly preferred.

2.

Tender

Preparation & Management
- Prepare and compile redevelopment tender documents, EOI/RFP documents, bid forms, eligibility criteria, technical specifications and commercial conditions.
- Coordinate with architects, engineers, legal consultants and management for finalisation of tender documents.
- Prepare tender schedules, checklists, submission formats and required annexures.
- Issue tenders/EOIs to shortlisted developers and contractors.
- Manage tender-related correspondence, clarifications, addendums and corrigenda.




- Maintain complete records of tender documents and communications.

3. Tenderer / Developer CoordinationCoordinate with prospective developers/tenderers regarding:
- Site visits
- Pre-bid meetings
- Clarifications
- Document submissions
- Technical and commercial queries
- Tender deadlines
- Follow-ups for pending documents
- Compliance requirements

Additional responsibilities:
- Prepare tenderer-wise document checklists.
- Prepare compliance statements.
- Coordinate opening and recording of technical and commercial bids as instructed by the PMC/Society.
- Maintain tenderer communication records.

4. Tender Evaluation Support
- Conduct preliminary scrutiny of submitted documents against prescribed eligibility criteria.
- Prepare Technical Compliance Sheets and Comparative Statements.
- Check company profiles, experience, completed projects, ongoing projects, financial documents and statutory registrations.
- Prepare tenderer comparison sheets for consideration by the PMC/Society.
- Identify missing documents, discrepancies, deviations and anomalies for review by senior management.
- Coordinate with CA, legal consultant, architect and other specialists wherever required.
- Maintain a complete audit trail of tender submissions and clarifications.

5. Redevelopment DocumentationMaintain project-wise physical and digital records for:
- Society documents
- Tender documents
- Developer submissions
- Meeting minutes
- Correspondence
- Site visit records
- Technical reports
- Financial/CA reports
- Legal documents
- Accounting documents
- Bills and invoices
- Payment records

Ensure:
- Proper document filing
- Version control
- Document tracking
- Confidentiality of developer/tenderer information
- Secure handling of financial and commercial documents

6. Office Administration
- Handle day-to-day office coordination and administrative activities.
- Maintain physical and digital filing systems.
- Prepare letters, notices, emails, meeting agendas and basic reports.
- Maintain project trackers, tender trackers and follow-up schedules.
- Coordinate meetings, presentations, site visits and appointments.
- Maintain attendance, office records and administrative registers.
- Coordinate courier, printing, scanning and documentation requirements.
- Maintain office stationery and basic administrative requirements.
- Assist senior management and the PMC team with routine administrative work.

7. Society & PMC Coordination
- Coordinate with cooperative housing society committee members for meetings, document collection and tender activities.
- Maintain communication records with society representatives.
- Assist in preparing:
- Meeting agendas
- Minutes of meetings
- Action-taken reports
- Tender status reports
- Developer comparison statements
- Follow-up reports
- Coordinate collection and verification of society/project documents.




- Follow up with society representatives, developers and consultants for pending information.

Required SkillsAccounts & Finance
- Tally Prime – Mandatory
- Basic accounting and bookkeeping knowledge.
- Knowledge of GST and TDS.
- Bank reconciliation.
- Ledger maintenance.
- Invoice and voucher preparation.
- Understanding of accounts payable and receivable.
- Good MS Excel skills.

Tender & Administration
- Strong MS Excel and MS Word skills.
- Good drafting and qualified email-writing skills.
- Excellent documentation and record-management abilities.
- Ability to prepare comparative statements and checklists.
- Good understanding of tendering and procurement procedures.
- Ability to read and understand technical, commercial and contractual documents.
- Strong follow-up and coordination skills.
- Good communication skills.
- High attention to detail.
- Ability to handle confidential information.
- Ability to work on multiple redevelopment projects simultaneously.

Preferred ExperienceCandidates with experience in any of the following will be preferred:
- Cooperative Housing Society redevelopment
- Redevelopment PMC
- Real estate / construction
- Architecture / civil consultancy
- Tendering and procurement
- Contractor/developer selection
- Government / institutional tendering
- Project documentation
- Accounting / bookkeeping
- Tally Prime
- GST / TDS
- CA office / accounts department experience

Key Performance Areas (KPIs)
- Accurate and timely accounting entries.
- Proper maintenance of Tally and financial records.
- Timely bank and ledger reconciliation.
- Proper tracking of receivables and payables.
- Timely preparation and issuance of tenders.
- Accuracy and completeness of tender documentation.
- Proper tracking of tenderer submissions.
- Timely preparation of comparative statements.
- Zero/minimal documentation and accounting errors.
- Proper maintenance of project records.
- Timely follow-up with developers, consultants and society members.
- Confidentiality and secure handling of tender and financial documents.
- Efficient office and project coordination.

Candidate ProfileThe ideal candidate should be organised, responsible, detail-oriented and proactive, with the ability to independently manage basic accounting, Tally, office administration, tender documentation and follow-ups. The candidate should be comfortable dealing with multiple stakeholders and managing confidential financial, tender and redevelopment-related documents.

Candidates who can independently handle Tally, day-to-day accounts, GST/TDS-related coordination, Excel, documentation and tender administration will be preferred.

Mandatory Requirements

- 1–4 years of relevant work experience
- Tally Prime – Compulsory
- Basic accounting/bookkeeping knowledge
- Good MS Excel and MS Word skills
- Good communication and email drafting skills
- Strong documentation and follow-up abilities
- Ability to work from the office in CBD Belapur

LocationCBD Belapur, Navi Mumbai TravelOccasional travel within Mumbai, Navi Mumbai, Thane and Raigad may be required for society meetings, site visits and project-related work.

ReportingReports To: Senior Management

📌 Office Administrator & Accountant (Navi Mumbai)
🏢 HYPERLOOP CONSULTANCY GROUP
📍 Navi Mumbai