What you’ll do

Facilities and workplace operations

Oversee housekeeping, repairs, pantry, equipment, utilities, power backup, HVAC and common areas

Plan preventive maintenance schedules and track AMC renewals so nothing lapses

Monitor workplace safety: fire safety equipment, first-aid kits, emergency exits, evacuation drills and security coordination

Manage seating plans, space allocation, desk movements and meeting room readiness

Handle minor fitouts, repairs and layout changes, coordinating with contractors and landlord or building management

Vendor management

Maintain an updated vendor database with contracts, rate cards, validity and contact escalation levels

Get and compare quotations, and negotiate rates and terms within approved limits

Onboard current vendors with the required documents (KYC, GST, agreements)

Track SLA adherence, review vendor performance monthly or quarterly and escalate repeat issues

Make sure contracts, AMCs and service agreements are renewed on time

General administration

Manage stationery, office supplies, inventory and consumables, with minimum stock levels and reorder tracking

Handle access cards, visitor management, courier and mail, and company asset tagging

Coordinate new-joiner desks, equipment and access with IT and HR, and asset recovery at exit

Plan and execute internal events, townhalls, team celebrations and offsites

Maintain agreements, licences, statutory registrations and administrative records

Travel management

Manage flight, hotel and local transport bookings,



changes and cancellations through our travel platform and agencies

Make sure every booking follows approvals and travel policy, and flag exceptions

Coordinate visas, travel insurance and urgent or international travel needs as required

Verify travel invoices, track travel spends and support monthly reconciliation with Finance

Work with travel partners on corporate rates and service issues

Budgeting, cost tracking and reporting

Maintain trackers for admin, facility, vendor and travel expenses against budget

Prepare monthly MIS and cost reports for the manager, with variance explanations

Flag overspends, savings opportunities and upcoming renewals early

Support annual budget planning with historical data and vendor quotes

What we’re looking for

- 4-6 years of experience in administration, facility management, operations or vendor coordination
- Bachelor’s degree in any discipline (Business Administration or Commerce preferred)
- Hands-on experience with vendor coordination, quotation comparison and negotiation
- Working knowledge of procurement, invoice verification, PO processes and expense tracking
- Good command of MS Excel / Google Sheets (lookups, pivots, trackers) and reporting
- Basic understanding of workplace safety and statutory compliance
- Strong communication, follow-through and problem-solving skills, including under pressure
- Comfortable handling multiple priorities independently and escalating at the right time

📌 Senior Administrator (Mumbai)
🏢 1Cell.Ai
📍 Mumbai