Head – Administration & Office OperationsDepartment: Administration & Operations

Reports To: Director / Management

Experience: 1–5 years

Role SummaryResponsible for managing day-to-day administrative operations, supporting the Director, coordinating HR and accounts activities, maintaining company documentation and records, and ensuring timely completion of office-related tasks, payments and follow-ups.

Key Responsibilities

1. Administrative & Director's Office Support

- Manage day-to-day administrative activities and tasks assigned by the Director.
- Maintain company files, records and confidential documents.
- Prepare reports, letters, presentations and business correspondence.
- Assist with business and personal work-related coordination.
- Manage the Director's calendar, appointments, meetings and travel arrangements.

2. HR & Recruitment Coordination

- Post job advertisements on job portals and social media platforms.
- Screen applications and coordinate interviews.
- Follow up with candidates and recruitment agencies.
- Maintain employee files, KYC documents and HR records.
- Coordinate employee onboarding and other HR-related activities.

3. Accounts, Banking & Payment Coordination

- Coordinate with accountants, GST consultants and auditors.
- Maintain records of incoming and outgoing payments.
- Track vendor payments, customer receipts and outstanding amounts.
- Maintain credit card statements, bills, invoices and expense records.
- Coordinate GST documentation, reconciliations and compliance-related paperwork.
- Track and coordinate payments for rent, electricity, internet, mobile, maintenance and other company expenses.

4.



Documentation, KYC & Record Keeping

- Organise, arrange and systematically file physical and digital documents.
- Collect, verify and maintain KYC documents for employees, vendors and other relevant parties.
- Maintain records of bills, receipts, payments, agreements and company correspondence.
- Ensure proper documentation, timely updates and easy retrieval of records.

5. Coordination & Follow-ups

- Coordinate with vendors, consultants, clients, government offices and service providers.
- Liaise with internal teams and external stakeholders.
- Track pending tasks and ensure timely completion.
- Provide regular updates to the Director on assigned work and outstanding matters.

6. Courier & Office Administration

- Arrange document pickups, courier dispatches and incoming deliveries.
- Track shipments and ensure timely delivery of key documents.
- Coordinate document collection and drop-offs with employees and external agencies.
- Manage office supplies, stationery, maintenance and vendor requirements.
- Maintain office administrative systems and records.
- Desired SkillsExcellent communication, coordination and follow-up skills.
- Strong organisational and multitasking abilities.
- Proficiency in MS Office, Google Workspace, Excel and email management.
- Good documentation, filing and record-keeping skills.
- Basic understanding of accounting, GST, banking and payment processes.
- Ability to work independently and handle confidential information professionally.

Experience1–5 years of experience in Administration, Executive Assistant, Office Coordinator or similar roles preferred.

📌 Administrative Operations Manager (Mumbai)
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