Admin Assistant

TotalEnergies; Navi Mumbai, Mumbai; On-site; INR 350,000 - 500,000; Full time

Job summary

TotalEnergies in Navi Mumbai is seeking a Contract Management and Administration professional to maintain the contracts database, coordinate vendor documentation, and support facility services including housekeeping, meals, and events. The role is based on-site in Navi Mumbai and requires meticulous administration and cross-team collaboration.

You will manage shipments and customs documentation, oversee admin purchases, PR creation, and vendor follow-ups, while continuously seeking process

Qualifications

• Contract management experience desired.
• Strong organization and documentation skills.
• Ability to coordinate with multiple internal teams.

Responsibilities

• Control and monitor inward and outward movement of materials & samples.
• Manage inventory levels of Stationery, Industrial Gases, Coffee Materials, Administrative Consumables; purchase requisitions & invoice processing for Admin.
• Create Purchase Requisitions (PR).
• Follow-up with vendor for delivery of goods and services.
• Invoice processing and payment-related activities as required. Vendor Management & Attendance Monitoring.
• Verify attendance data and coordinate with service providers when required.
• Continuous Improvement: identify opportunities to improve administrative efficiency and process effectiveness.
• Implement best practices for documentation, reporting, and vendor management.

Skills

Vendor management

Documentation control

Inventory management

Job description

Role & responsibilities

Contract Management & Administration

• Maintain and periodically review the contracts database.
• Follow up on administration-related contracts and vendor documentation.
• Coordinate with Facility Management Team for Housekeeping, Lunch Arrangements etc.
• Plan and organize all events and festivals.
• Checking Expenses Report Import, Export & Customs Coordination
• Coordinate with Customs House Agents (CHA) for import and export shipments.
• Ensure timely customs clearance of samples, equipment, and materials.
• Maintain shipment documentation including Bill of Entry (BOE), Air Waybill (AWB), Commercial Invoices, Customs Clearance Documents Material Movement & Inventory Management BROAD DUTIES &

RESPONSBILTIES (BRIEFLY)

• Control and monitor inward and outward movement of materials & samples.
• Manage inventory levels of Stationery, Industrial Gases, Coffee Materials, Administrative Consumables Purchase Requisitions & Invoice processing for Admin
• Create Purchase Requisitions (PR).
• Follow-up with vendor for delivery of goods and services.
• Invoice processing and payment-related activities as required. Vendor Management & Attendance Monitoring
• Verify attendance data and coordinate with service providers when required. Continuous Improvement
• Identify opportunities to improve administrative efficiency and process effectiveness.
• Implement best practices for documentation, reporting, and vendor management.