Admin Executive ( Project & Maintenance Dept)

Navneet Education; Mumbai; On-site; INR 300,000 - 420,000; Full time

Job summary

Navneet Education is seeking a Maintenance Admin in Mumbai to handle daily maintenance records, document management, billing processes, and SAP data entry. You will coordinate with vendors and internal teams to ensure timely service and issue resolution.

The role requires strong MS Office skills and good communication, with experience in AMC management preferred. This position is based on-site in Mumbai and involves invoice processing and admin support.

Qualifications

• Experience with maintenance support activities and vendor coordination preferred.
• Proficiency in MS Office and strong communication skills.
• Experience with billing, invoicing and AMC management is desirable.

Responsibilities

• Maintain and update daily records of maintenance activities.
• Provide regular updates to supervisors on work progress, issues and requirements.
• Organize and manage both physical and digital maintenance documents.
• Maintain accurate records in company databases.
• Prepare invoices, track payments, and coordinate follow-ups with accounts.
• Ensure timely processing of bills related to maintenance and services.
• Log and follow up on maintenance-related requests from other departments.
• Liaise with internal stakeholders to ensure timely issue resolution.
• Input and manage maintenance-related data in SAP, including purchase orders and payment entries.
• Track AMC due dates and coordinate renewal processes with vendors and internal departments.

Skills

MS Office

Vendor coordination

Billing

AMC management

Communication skills

Tools

SAP

Job description

Role & responsibilities

1. Maintenance Data Management

• Maintain and update daily records of maintenance activities.
• Provide regular updates to supervisors on work progress, issues and requirements.

2. Documentation & Filing

• Organize and manage both physical and digital maintenance documents.
• Maintain accurate records in company databases.

3. Billing & Invoice Processing

• Prepare invoices, track payments, and coordinate follow-ups with the accounts team.
• Ensure timely processing of bills related to maintenance and services.

4. Internal Coordination

• Log and follow up on maintenance-related requests from other departments.
• Liaise with internal stakeholders to ensure timely issue resolution.

5. Call Handling & Administrative Support

• Attend incoming calls and respond to queries efficiently.
• Assist with other administrative tasks as required.

6. SAP System Operations

• Input and manage maintenance-related data in SAP, including purchase orders and payment entries.

7. Vendor & Service Provider Coordination

• Coordinate with vendors and service teams (e.g. Pest controls, Housekeeping,AC and plantation).
• Track material deliveries and service requests, ensuring timely execution.

8. Help Desk Support

• Handle queries through the help desk and requisition system, ensuring proper documentation and resolution.

9. AMC Renewal & Coordination

• Track AMC due dates for all equipment and services.
• Coordinate renewal processes, documentation, and vendor negotiations to ensure uninterrupted service.
• Maintain a calendar for AMC expiry and follow up proactively with vendors and internal departments.

Preferred candidate profile

Experience in maintenance support activities, vendor coordination, billing and AMC management preferred.

Proficiency in MS Office

Strong communication skills.