Administration Executive

Midmark India; Mumbai; On-site; INR 350,000 - 520,000; Full time

Job summary

Midmark India Pvt Ltd. is seeking an Office Administrator to ensure smooth day-to-day operations, manage communications, and coordinate with vendors and internal teams. The role includes asset tracking, onboarding support, and maintaining records.

The candidate will handle visitor management, travel logistics, and ensure compliance with office policies while supporting HR onboarding activities and vendor contract renewals.

Qualifications

• Experience handling day-to-day office administration.
• Ability to coordinate with vendors, clients and internal teams.
• Strong record-keeping and document management skills.
• Knowledge of procurement and invoice verification processes.

Responsibilities

• Handle day-to-day office operations and incoming calls, emails, and visitor management.
• Coordinate with employees, vendors, clients, and service providers for administrative needs.
• Maintain office records, databases, contracts, and other administrative files.
• Manage office stationery, pantry supplies, housekeeping materials, and inventory.
• Coordinate with vendors for housekeeping, security, maintenance, and AMCs.
• Raise purchase requisitions, track orders, verify invoices, and liaise with Accounts.
• Monitor office infrastructure and equipment maintenance activities.
• Maintain records of office assets such as laptops and access cards.
• Ensure office cleanliness, safety, and adherence to policies.
• Coordinate meeting room bookings, company events, and travel logistics.

Skills

Vendor management

Facility coordination

Office administration

Stakeholder coordination

Job description

• Manage day-to-day office administration and ensure smooth functioning of office operations. Handle incoming calls, emails, correspondence, visitor management, and general administrative enquiries.
• Coordinate with employees, vendors, clients, and service providers for administrative and facility-related requirements.
• Maintain office records, documents, databases, contracts, and other administrative files.
• Manage office stationery, pantry supplies, housekeeping materials, and other office inventory.
• Coordinate with vendors for housekeeping, security, maintenance, pest control, courier services, and Annual Maintenance Contracts (AMC).
• Raise purchase requisitions, track purchase orders, verify vendor invoices, and coordinate with the Accounts team for timely payments.
• Monitor office infrastructure, including electrical, air-conditioning, furniture, office equipment, and maintenance activities.
• Maintain records of office assets such as laptops, ID cards, access cards, furniture, and other company assets.
• Ensure office cleanliness, workplace safety, and adherence to administrative policies and office discipline.
• Coordinate meeting room bookings, internal meetings, company events, employee engagement activities, and visitor arrangements.
• Arrange travel, accommodation, transportation, and logistics for employees and management whenever required.
• Support HR in onboarding activities, including workstation setup, ID cards, access cards, stationery, and employee documentation.
• Coordinate employee exit formalities related to asset collection, ID cards, access cards, and administrative clearances.
• Prepare and maintain administrative MIS reports, vendor trackers, asset registers, attendance-related records, and other administrative documentation.
• Ensure timely renewal and maintenance of vendor contracts, AMCs, licences, and other facility-related documents.
• Identify opportunities to improve administrative processes, optimize office operations, and ensure cost-effective facility management.