Administration Executive

Zouk; Mumbai; On-site; INR 400,000 - 700,000; Full time

Job summary

Zouk is seeking a proactive General Administration & Facility Management professional to oversee office facilities, housekeeping, security, pantry, maintenance, procurement, vendor management, and MIS for admin expenses. You will ensure compliance with local regulations and manage CCTV/biometric systems.

The role also covers travel planning, onboarding support with HR, front-desk operations, events, and documentation.

Qualifications

• Experience in office administration and facilities management.

Responsibilities

• Manage office facilities including housekeeping, security, pantry, and maintenance.
• Oversee procurement of office supplies, stationery, and consumables.
• Handle vendor management selection, negotiation, and performance tracking.
• Maintain and monitor MIS for admin expenses and petty cash.
• Ensure compliance with local regulations (S&E, signage, etc.).
• Oversee CCTV and biometric systems and maintain related documentation.
• Identify and onboard reliable vendors for admin and facility needs.
• Process purchase orders, invoices, and ensure timely payments.
• Maintain cost control and ensure adherence to budgets.
• Coordinate with HR for onboarding logistics welcome kits, seating arrangements, and access setup.
• Assist with visitor management and front-desk operations.
• Organize internal events, celebrations, and employee engagement activities.
• Plan and manage travel logistics including bookings, itineraries, and documentation.
• Maintain travel expense reports and ensure adherence to company travel policies.
• Coordinate with travel vendors for corporate tie-ups and service quality.
• Prepare monthly management reports (MMR) on admin and facility performance.
• Maintain asset records, service logs, and inventory documentation.
• Support audits and ensure timely renewals of service contracts.

Job description

Role & responsibilities:

General Administration & Facility Management

• Manage office facilities including housekeeping, security, pantry, and maintenance.
• Oversee procurement of office supplies, stationery, and consumables.
• Handle vendor management selection, negotiation, and performance tracking.
• Maintain and monitor MIS for admin expenses and petty cash.
• Ensure compliance with local regulations (S&E, signage, etc.).
• Oversee CCTV and biometric systems and maintain related documentation.

Vendor & Procurement Management

• Identify and onboard reliable vendors for admin and facility needs.
• Process purchase orders, invoices, and ensure timely payments.
• Maintain cost control and ensure adherence to budgets.

Employee Support & Office Operations

• Coordinate with HR for onboarding logistics welcome kits, seating arrangements, and access setup.
• Assist with visitor management and front-desk operations.
• Organize internal events, celebrations, and employee engagement activities.

Travel Management

• Plan and manage travel logistics including bookings, itineraries, and documentation.
• Maintain travel expense reports and ensure adherence to company travel policies.
• Coordinate with travel vendors for corporate tie-ups and service quality.

Reporting & Documentation

• Prepare monthly management reports (MMR) on admin and facility performance.
• Maintain asset records, service logs, and inventory documentation.
• Support audits and ensure timely renewals of service contracts.

Preferred Attributes:

Detail-oriented and proactive problem solver.

• Ability to multitask and manage multiple projects.
• Experience working in dynamic, fast-paced environments.
• Customer service mindset and ability to liaise effectively across departments.