Admin & Operations Executive

Northstar Quant; Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

Northstar Quant in Mumbai is seeking an Admin & Operations Executive to manage day-to-day office operations and coordinate with internal teams, vendors, and clients.

The role requires ownership, structured processes, and the ability to handle multiple workstreams independently, with a focus on billing, invoicing, and compliance while maintaining excellent client service. You will implement SOPs, oversee travel arrangements, and ensure efficient facilities management in a fast-paced environment.

Qualifications

• 4–7 years of experience in administration, operations, or a similar role.
• Strong ownership mindset with the ability to independently manage multiple workstreams.
• Ability to bring structure to unstructured processes and build scalable operational systems.
• Experience in billing, expense management, invoicing, and vendor coordination.
• Excellent written and verbal communication skills.
• Comfortable interacting and coordinating directly with clients and external stakeholders.
• Good attention to detail and discretion with sensitive financial information.
• Proficient with MS Excel and standard office/accounting tools.

Responsibilities

• Manage end-to-end office administration, including supplies, facilities, upkeep, and vendor coordination.
• Maintain IT and equipment inventory, including laptops, peripherals, software licences, allocation, procurement, and returns.
• Manage billing, invoicing, expense tracking, and employee reimbursements.
• Coordinate with vendors and service providers regarding contracts, renewals, payments, and ongoing services.
• Arrange travel and accommodation for employees and business requirements.
• Develop, document, and implement internal processes and SOPs to ensure efficient and scalable operations.
• Coordinate with internal stakeholders and proactively resolve operational requirements to ensure smooth day‑to‑day functioning.
• Act as a key operational point of contact for clients.
• Collect, verify, organise, and maintain client documentation and records.
• Prepare and circulate client reports accurately and within agreed timelines.
• Coordinate with clients on ongoing operational requests and requirements.
• Ensure all client-facing processes are timely, well‑organised, and aligned with internal compliance requirements.
• Maintain professional communication and ensure a seamless client servicing experience.

Skills

Ownership mindset

Structured processes

Vendor coordination

Billing & invoicing

MS Excel

Client coordination

Tools

MS Excel

Job description

Location: Mumbai – In Office
Employment Type: Full-Time
Experience: 4–7 Years

We are looking for a proactive and highly organised Admin & Operations Executive to manage the day-to-day operations of the office and support smooth coordination with internal stakeholders, vendors, and clients.

This is a broad, hands‑on role for someone who enjoys taking ownership, creating structure, and building efficient processes. The selected candidate will work closely with the leadership team and will be expected to manage multiple operational responsibilities independently.

Key Responsibilities

Office Administration & Internal Operations

• Manage end-to-end office administration, including supplies, facilities, upkeep, and vendor coordination.
• Maintain IT and equipment inventory, including laptops, peripherals, software licences, allocation, procurement, and returns.
• Manage billing, invoicing, expense tracking, and employee reimbursements.
• Coordinate with vendors and service providers regarding contracts, renewals, payments, and ongoing services.
• Arrange travel and accommodation for employees and business requirements.
• Develop, document, and implement internal processes and SOPs to ensure efficient and scalable operations.
• Coordinate with internal stakeholders and proactively resolve operational requirements to ensure smooth day‑to‑day functioning.

Client & External Operations

• Act as a key operational point of contact for clients.
• Collect, verify, organise, and maintain client documentation and records.
• Prepare and circulate client reports accurately and within agreed timelines.
• Coordinate with clients on ongoing operational requests and requirements.
• Ensure all client-facing processes are timely, well‑organised, and aligned with internal compliance requirements.
• Maintain professional communication and ensure a seamless client servicing experience.

Skills & Requirements

• 4–7 years of experience in administration, operations, or a similar role.
• Strong ownership mindset with the ability to independently manage multiple workstreams.
• Ability to bring structure to unstructured processes and build scalable operational systems.
• Experience in billing, expense management, invoicing, and vendor coordination.
• Excellent written and verbal communication skills.
• Comfortable interacting and coordinating directly with clients and external stakeholders.
• Strong attention to detail and ability to handle sensitive and financial information with discretion.
• Good working knowledge of MS Excel and standard office and accounting tools.

Preferred Qualifications

• Prior experience in BFSI, financial services, investment firms, or similar industries.
• Experience in client servicing, client documentation, or working in a regulated environment.

Skills: vendor coordination,administration,documentation,operations,front desk,receptionist duties