Admin & Facility Executive

Job Description
About RINGS & I Rings & I is an India's First Designer Diamond Ring Studio, redefining how people discover and buy diamond rings. With 1,84,000+ designer ring styles and a personalized, made-to-order approach, we empower customers to choose their ring, their style, and their budget. Through a seamless omnichannel and tech-enabled experience, we combine exceptional design, transparency, and trust to create rings that celebrate life's most meaningful moments. Vision To establish Rings & I as India's most trusted Designer Ring Studio, transforming the diamond ring-buying experience through personalization, innovation, and customer-centric excellence. Position Admin & Facility Executive Working Days /Timings Mon–Sat | 9:30 am to 6:30 pm Function Operations & Administration – NSO Location Head Office (Mumbai – Andheri West) & Multi-Store Retail Network Role Summary Rings & I is looking for a sharp, highly proactive, and energetic Admin & Facility Executive to seamlessly drive core administration, retail facility maintenance, vendor workflows, and municipal authority liaison across our growing store footprint and corporate office. This is a fast-paced, Management -facing role tailored for an agile problem-solver who takes complete executional ownership of operational readiness—ensuring zero store downtime and smooth day-to-day administrative momentum.

Key Responsibilities
1. Retail AMC & Facility Calendar Execution:
• Take full ownership of the Annual Maintenance Contract (AMC) calendar across all retail stores post-New Store Opening (NSO) handover.
• Coordinate directly with Store Managers, HVAC technicians, electrical contractors, security providers, and maintenance vendors to execute scheduled and emergency servicing seamlessly. 2. Monthly Invoice & Utility Management:
• Streamline and process all monthly admin & facility invoices across various retail stores and corporate office (Rent, Electricity, Housekeeping, Maintenance, Internet, Water, etc.).
• Audit utility bills for accuracy and process timely vendor payments to eliminate operational service disruptions. 3. Local Authority & Government Liaison:
• Serve as the primary point of contact with local municipal authorities (BMC/local bodies), licensing officers,



landlord representatives, building management, and local police/civic bodies for routine administrative permissions, trade license renewals, and compliance matters. 4. Item Procurement & Quick-Commerce Stocking:
• Manage monthly administrative item procurement for office and stores.
• Leverage quick-commerce platforms (Blinkit, Zepto, Swiggy Instamart) and quick local sourcing for instant replenishment of essential store and office consumables, ensuring zero operational downtime. 5. Corporate Travel & Accommodation Bookings:
• Manage end-to-end travel arrangements for team members and leadership, including flights, train bookings, hotel accommodations, local cabs, and expense validation. 6. Procurement & Fixed Asset Management:
• Maintain a centralized inventory and register of fixed assets (furniture, IT hardware, signage, appliances) across headquarters and stores.
• Coordinate asset handovers, repairs, and annual verification audits. 7. Startup Agility & On-Ground Execution Value-Adds
• New Store Opening (NSO) Operational Readiness: Act as the boots-on-the-ground bridge between project teams and store operational readiness—handling pre-opening utility setups, local trade registration, pest control, and initial consumable stocking.
• Store Event & Campaign Support: Coordinate logistics, temporary setup approvals, additional security personnel, and catering/cleaning support during flagship store launch events or festive high-footfall campaigns.
• Frugal Sourcing & Vendor Negotiations: Demonstrate a startup mindset by driving cost optimizations, negotiating competitive rates with local suppliers, and maintaining lean administrative expenditure without compromising quality.
• Rapid Crisis & Bottleneck Resolution: Serve as the go-to taskmaster for immediate, unexpected operational hurdles (e.g., sudden water leakages, internet outages, electrical tripping, or urgent localized supplies)



with speed and resourcefulness. Desired Candidate Profile & Skillset
• Communication & Qualified Demeanour: Excellent verbal and written communication skills with a clear, assertive, and professional personality to drive completion of assigned tasks with internal teams and external stakeholders.
• Linguistic Proficiency (English & Fluent Marathi): Strong fluency in Marathi (spoken and written) and English is essential to effectively liaise with local authorities, municipal officers, local trade vendors, and regional service staff.
• Retail Background & Regional Network: Preferred experience in multi-state or multi-store retail brands. Candidates bringing an established network of regional vendors, technicians, and local contractors will be strongly preferred.
• Tech-Savvy & Email Discipline: Proficient with Google Workspace / MS Office (Excel, Word, Outlook), digital bill management, quick-commerce apps, and clear, structured email communication.
• High Ownership & Proactiveness: Self-driven, highly accountable, and proactive—capable of anticipating operational bottlenecks before they impact retail customer experience or corporate workflow. Key Performance Indicators (KPIs) 1. Retail Facility & AMC Management 2. Financial & Invoice Compliance 3. Procurement & Quick-Commerce Stocking 4. Municipal & Local Authority Liaison 5. Startup Agility & NSO Support Overall, Success Metric Operational uptime and vendor tracking metrics measure the daily health and efficiency of administrative workflows. The ultimate measure of success for the Admin & Facility Executive is whether our corporate office and retail store network operate with zero preventable downtime, seamless vendor accountability, and frictionless on-ground execution. Growth Path This role offers a fast-track growth opportunity based on demonstrated capability, high ownership, and operational excellence: Admin & Facility Executive → Senior Admin & Facilities Manager → Lead of Retail Operations & Administration The intended journey can happen over approximately three years, with progression based on performance, multi-store network expansion handling, and the ability to take on broader organizational ownership—not tenure.

📌 Assistant Facilities Administrator (Mumbai)
🏢 Diamond Headquarters Private
📍 Mumbai