Administration Executive

Macforr Corporate Services Limited; Mumbai; On-site; INR 250,000 - 380,000; Full time

Job summary

Macforr Corporate Services Limited in Mumbai is seeking an Admin Executive to manage day-to-day administrative operations and ensure smooth office functioning. The role requires organizing facilities, coordinating with vendors, and supporting HR and management.

The ideal candidate is detail-oriented, professional, and capable of handling confidential information, with 0–2 years of relevant experience and proficiency in MS Office or Google Workspace.

Qualifications

• Bachelor's degree in Business Administration, Management, Commerce, or related field.
• 0–2 years of experience in administration, office management, or similar role.
• Strong communication and interpersonal skills.
• Proficiency in MS Office / Google Workspace.
• Strong organizational, multitasking, and time-management abilities.
• Vendor coordination and negotiation skills.
• Basic understanding of procurement, invoices, and office expenses.
• Professional attitude and attention to detail.
• Ability to handle confidential information.

Responsibilities

• Manage day-to-day office administration, facilities, equipment, and supplies.
• Coordinate housekeeping, security, repairs, and maintenance.
• Monitor utilities and coordinate with building management.
• Procure office requirements and coordinate vendor payments.
• Maintain organized records and prepare administrative reports.
• Provide admin support to employees, HR, and management.
• Arrange travel, meetings, and visitor reception.
• Ensure proper filing of confidential documents.
• Support compliance with licenses, registrations, and renewals.

Skills

Communication

Interpersonal skills

Organizational skills

Time management

Vendor coordination

Negotiation skills

Confidential handling

Education

Bachelor's degree in Business Administration, Management, Commerce, or a related field

Tools

MS Office

Google Workspace

Job description

Position: Admin Executive

Department: Administration

Location: Mumbai

Employment Type: Full-Time

Experience: 02 Years

Reporting To: HR Manager / Management

About the Role

We are looking for a responsible, proactive, and well-organized Admin Executive to manage the company's day-to-day administrative operations and ensure smooth functioning of the office. The ideal candidate should be detail-oriented, professional, and capable of coordinating effectively with employees, management, vendors, clients, and external stakeholders.

Key Responsibilities

Office Administration & Facility Management

• Manage day-to-day office administration, facilities, infrastructure, equipment, and supplies.


• Ensure availability of stationery, pantry supplies, and other office requirements.


• Coordinate housekeeping, security, repairs, maintenance, and facility-related activities.


• Monitor essential services including internet, electricity, telephone, AC, and other utilities.


• Coordinate with building management/society for office-related matters.


• Maintain records of office assets, equipment, inventory, and administrative items.

Vendor & Procurement Management

• Coordinate with vendors, suppliers, maintenance agencies, courier companies, and service providers.


• Obtain quotations and coordinate procurement of office requirements.


• Maintain vendor records and follow up on deliveries, services, payments, and pending issues.


• Track renewals of contracts, AMCs, licenses, subscriptions, and other services.


• Ensure cost-effective and timely procurement of administrative requirements.

Administrative Documentation & Records

• Maintain organized physical and digital administrative records.


• Maintain records of assets, purchases, expenses, vendors, contracts, and office documentation.


• Prepare administrative reports, registers, trackers, and MIS as required.


• Maintain confidentiality and proper filing of important company documents.

Employee & Management Support

• Provide administrative support to employees, HR, and senior management.


• Coordinate employee requirements including ID/access cards, stationery, facilities, and other administrative needs.


• Assist HR with employee joining, exit formalities, events, meetings, and internal activities.


• Support management with appointments, meetings, travel arrangements, and special assignments.

Travel, Meetings & Visitor Management

• Coordinate business travel, transportation, accommodation, and itineraries.


• Arrange meeting rooms and ensure required facilities are available.


• Coordinate with clients, guests, and visitors and ensure professional reception and assistance.


• Manage incoming and outgoing courier, postal, and document dispatch requirements.

Expenses & Compliance

• Manage routine administrative purchases and office expenses.


• Maintain bills, invoices, quotations, petty cash, and purchase records, wherever applicable.


• Coordinate with the Accounts team for vendor payments and reimbursements.


• Maintain records of office-related licenses, registrations, agreements, and renewals.


• Support HR and management with administrative and statutory documentation.

Required Qualifications & Skills

• Bachelor's degree in Business Administration, Management, Commerce, or a related field.


• 0–2 years of experience in administration, office management, or a similar role.


• Strong communication and interpersonal skills.


• Proficiency in MS Office / Google Workspace.


• Strong organizational, multitasking, and time-management abilities.


• Good vendor coordination and negotiation skills.


• Basic understanding of procurement, invoices, and office expenses.


• Professional attitude, attention to detail, and problem-solving ability.


• Ability to handle confidential information responsibly.