Date: 10/11/26

Office Administration, HR, Accounting & Documentation.

Department: Administration.

Designation: Office Administrator & Accounting & Documentation Coordinator.

Reporting To: Management.

Job Location: Hitech Plaza, Shanti Nagar, Andheri East, Mumbai 400093.

Timing: Monday to Friday: 9:30 AM to 6 PM, Saturday: 9:30 AM - 1:30 PM

Sunday: Holiday.

Holidays: Sunday's, Selected Bank & Religious Holidays.

Annual Leave: 10 Days Annually.

Sick / Incidental Leave: 1 Week Annually.

Salary: Rs 18000 - 25000 Per Month depending on Experience, Written test and Interview.

Experience: Atleast 1 Year. (Preference will be given to candidates living close to the office location), Freshers can apply as well.

Email your resume to: [email protected], WhatsApp: (phone hidden).

Role Objective To manage the company's office administration, employee documentation, routine office and site expenses, compliance records, online research in an organised and timely manner.

Key Responsibilities

1. Office Administration:

- Maintain office agreements and monitor their renewal dates and timely rents.
- Process and maintain records of monthly electricity, internet and other office bills.
- Coordinate compliance documentation, including GST and IEC-related updates.
- Assist with website activation and synchronisation of official email accounts with Google services.
- Coordinate the procurement and distribution of office Stationery T-shirts, site T-shirts, casual uniforms and meeting attire.
- Maintain organised physical and digital records of office-related documents.
- Coordinate with vendors and service providers for routine office requirements.

2. HR Documentation:





- Collect, verify and compile documents of all employees.
- Maintain employee files in physical and digital formats.
- Record and update daily attendance.
- Maintain employee leave records.
- Prepare monthly attendance summaries and salary slips.
- Coordinate medical insurance for employees.
- Coordinate life insurance documentation for employees.
- Maintain Workmen Compensation Insurance records for site contractors and eligible workers.
- Monitor renewal dates of employee and contractor insurance policies.
- Maintain confidentiality of employee records and personal information.

3. Site and Office Expense Management:

- Record all project-wise site expenses in Excel, Google Sheets or the Zoho application.
- Collect and organise bills, invoices, vouchers and payment records.
- Maintain separate records for material, labour, machinery, travel and administrative expenses.
- Record and monitor routine office expenses.
- Prepare weekly and monthly expense summaries for management.
- Coordinate with site engineers to obtain pending expense details and supporting bills.
- Report missing bills, duplicate entries or unusual expenses to management.
- Labelling and dispatching couriers to Clients, banks another stake holders.

5. Research and Database Management





- Develop and regularly update the companys client database.
- Research prospective clients, consultants, architects, schools, clubs, developers and sports organisations.
- Maintain contact details and records of communication and follow-ups.
- Conduct vendor and service-provider research whenever required.
- Assist management with basic online research and data compilation.

Preferred Required Skills.

- Working knowledge of Microsoft Excel, Word and Google Workspace.
- Basic knowledge of Zoho applications will be preferred.
- Valuable documentation, filing and record-management skills.
- Ability to prepare expense statements and simple reports.
- Good written and verbal communication skills.
- Ability to coordinate with employees, contractors, vendors and service providers.
- Attention to detail and ability to maintain confidentiality.
- Ability to prioritise tasks and meet deadlines.

Performance Expectations

- Office bills and renewals must be tracked and completed before their due dates.
- Employee attendance, leave and salary records must be updated accurately.
- Site and office expenses must be recorded with the necessary supporting documents.
- Employee and contractor insurance records must remain valid and up to date.
- Drawings must be properly named, revised, filed and submitted within the assigned timelines.
- Client and vendor databases must be regularly updated.
- All company and employee information must be handled confidentially.

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📌 Office Administration + Accounts Executive (Mumbai)
🏢 QUad Global Solutions
📍 Mumbai