Position: Admin Executive

Industry: Real Estate / Construction

Department: Administration

Designation: Admin Executive

Reporting To: Admin Manager / Head Administration

Location: Head Office / Project Site

Employment Type: Full-Time

1. Job Purpose To ensure the smooth functioning of day-to-day administrative activities at the corporate office and project sites, including facility management, vendor coordination, housekeeping, office maintenance, documentation, and employee support, while ensuring efficient utilization of administrative resources.

2. Key Roles and Responsibilities

A. General Administration

- Manage day-to-day administrative activities at the corporate office and project sites.
- Ensure the office premises are maintained properly and provide a clean, organized, and professional working environment.
- Monitor office supplies, stationery, pantry materials, and other administrative requirements.
- Maintain records of office assets, equipment, furniture, and other company property.
- Coordinate office repairs, maintenance, and upkeep of facilities.
- Ensure the availability and proper functioning of office equipment and utilities.

B. Vendor and Facility Management

- Coordinate with vendors, contractors, and service providers for administrative requirements.
- Obtain quotations, compare prices, and coordinate for the procurement of administrative materials and services.
- Monitor vendor performance and ensure timely delivery of services.
- Coordinate with housekeeping, security, pest control, electrical, plumbing, and other maintenance service providers.
- Maintain vendor records, service agreements, bills, and supporting documents.
- Follow up on vendor invoices and coordinate with the Accounts Department for timely processing of payments.

C. Real Estate Project Site Administration

- Coordinate administrative activities at construction project sites and ensure smooth day-to-day operations.
- Maintain records of site office assets, furniture, equipment, stationery, and other administrative materials.
- Coordinate the requirements of site staff with the central Administration Department.
- Arrange accommodation, transportation,



and other logistical support for employees and visiting management personnel, wherever required.
- Coordinate the movement and maintenance of office equipment and materials between project sites and the Head Office.
- Ensure that site offices are properly maintained and administrative requirements are addressed promptly.
- Liaise with project teams, contractors, and other departments for site-related administrative support.

D. Housekeeping and Security Management

- Monitor housekeeping and cleanliness across office premises and site offices.
- Coordinate with security personnel and ensure adherence to applicable office access and visitor management procedures.
- Monitor the upkeep of common areas, meeting rooms, washrooms, and pantry facilities.
- Report maintenance issues, safety concerns, and other facility-related problems to the concerned department.
- Support the implementation of company policies relating to workplace safety, cleanliness, and facility management.

E. Documentation and Record Management

- Maintain administrative files, registers, bills, invoices, and other relevant documents.
- Maintain records of company assets, vendor details, AMC contracts, and maintenance schedules.
- Track renewals of service contracts, insurance policies, and other administrative documents, wherever applicable.
- Prepare administrative reports, expense statements, and records as required by the reporting manager.
- Ensure proper filing and retrieval of administrative documents.

F. Travel and Logistics Coordination

- Coordinate travel bookings, hotel reservations, local transportation, and other logistical arrangements for employees and management.
- Arrange meeting rooms, refreshments, and other facilities for internal meetings and external visitors.




- Coordinate courier services, dispatches, and incoming and outgoing documents.
- Support the organization of company events, meetings, and employee engagement activities as required.

G. Cost Control and Budget Management

- Monitor routine administrative expenses and ensure adherence to approved budgets.
- Identify opportunities to reduce administrative costs without compromising service quality.
- Maintain records of expenses related to housekeeping, maintenance, stationery, transportation, and other administrative services.
- Ensure the optimum utilization of office resources and company assets.

H. Interdepartmental Coordination

- Coordinate with HR, Accounts, Procurement, Projects, Engineering, and other departments for administrative requirements.
- Support HR in employee onboarding logistics, including workstation readiness, access arrangements, and other administrative formalities.
- Respond to employee administrative queries and ensure timely resolution of concerns.
- Perform additional administrative duties as assigned by the reporting manager.

3. Educational Qualifications

- Graduate in any discipline.
- A diploma or certification in Office Administration, Facility Management, or Business Administration will be an added advantage.

4. Experience

- 24 years of experience in administration.
- Experience in the real estate, construction, infrastructure, or property development industry will be preferred.
- Experience in handling office administration, vendor coordination, facility management, and project site administration is desirable.

5. Required Skills and Competencies

- Valuable communication and interpersonal skills.
- Strong organizational and coordination abilities.
- Proficiency in MS Office, particularly Excel, Word, and Outlook.
- Vendor management and negotiation skills.
- Documentation and record-keeping skills.
- Problem-solving and time-management abilities.
- Ability to coordinate with multiple departments and external service providers.
- Attention to detail and cost-consciousness.
- Ability to manage multiple tasks and meet deadlines.

📌 Administration Executive (Mumbai)
🏢 Shree Naman Developers
📍 Mumbai