: Senior Administrative & Coordination Executive

Location: BKC, Mumbai Industry: Export–Import / International Trading

Experience: 10–12 years

Department: Administration & Operations Support

Job Purpose

We are looking for an experienced, proactive and well-organized Senior Administrative & Coordination Executive to independently manage daily office activities, coordinate with internal teams and support management in ensuring smooth and efficient office operations. The candidate must have strong administrative capabilities, excellent follow-up skills, and the ability to coordinate across departments, monitor pending activities and ensure timely execution of assigned tasks.

Key Responsibilities

1. Office Administration

- Independently manage day-to-day office administration and operations.
- Ensure smooth office functioning, including facilities, office supplies, maintenance and vendor coordination.
- Maintain office records, files, databases and administrative documentation.
- Manage correspondence, meeting schedules, visitor coordination and general office requirements.

1. Team Coordination & Task Monitoring

- Coordinate with different departments and team members to ensure timely completion of assigned activities.
- Maintain daily task trackers, pending-action reports and follow-up schedules.
- Monitor deadlines, identify delays and escalate unresolved matters to management.
- Organize meetings, record minutes and track action points until closure.
- Ensure effective communication and coordination between management and employees.

1. Export–Import & Logistics Coordination

- Support the team in maintaining import–export documentation and shipment records.
- Coordinate with suppliers, freight forwarders, shipping lines, Customs House Agents (CHAs) and other service providers.
- Track shipment progress and follow up on pending documents, bookings and clearance-related requirements.




- Maintain organized records of purchase orders, invoices, packing lists, shipping documents and related correspondence.

1. Management Support & Reporting

- Provide administrative and coordination support to management.
- Prepare regular reports on pending tasks, team follow-ups and office activities.
- Ensure timely execution of management instructions and maintain accountability for assigned tasks.
- Handle confidential business information responsibly.
- Identify opportunities to improve administrative processes and coordination efficiency.

Candidate Requirements

- Graduate in any discipline; relevant additional qualifications will be an advantage.
- 10–12 years of relevant experience in administration, office management, executive coordination or operations support.
- Experience in an export–import, logistics or trading organization is preferred.
- Proficiency in MS Office, particularly Excel, Word and Outlook.
- Strong communication, organizational and interpersonal skills.
- Demonstrated ability to coordinate with multiple departments and senior management.
- Ability to independently manage responsibilities, prioritize tasks and ensure timely follow-ups.

Essential Competencies

- Strong ownership and accountability.
- Excellent coordination and follow-up discipline.
- Effective communication and problem-solving skills.
- Ability to manage multiple activities and deadlines.
- Professionalism, confidentiality and reliability.
- Ability to work independently with minimal supervision.

Compensation: As per experience and suitability. Ideal Candidate: A mature and dependable skilled who can independently manage office administration, coordinate across teams, monitor pending activities and ensure smooth daily operations without requiring constant supervision from management

Pay: ₹40,000.00 - ₹50,000.00 per month

Benefits

- Flexible schedule
- Paid sick time

Work Location: In person

📌 Senior Administrative & Coordination Executive (Mumbai)
🏢 Bizelite Hr
📍 Mumbai