Administration Executive

Innovative Lighting Designs; Mumbai; On-site; INR 650,000 - 900,000; Full time

Job summary

Innovative Lighting Designs is seeking a proactive Administration and Logistics Coordinator to support a branch in Mumbai. The role covers day-to-day admin, vendor management, and coordination with the Delhi Head Office for procurement and transport of lighting fixtures.

The ideal candidate has 2–5 years of experience in administration or logistics, is proficient with MS Excel and Word, and comfortable working with a remote HO team and cross-functional colleagues in a fast-paced environment.

Qualifications

• Graduate in any discipline with 2–5 years' experience in administration or logistics coordination.
• Comfortable working with a remote Head Office team and strong MS Excel, Word, and email skills.

Responsibilities

• Manage day-to-day office administration including housekeeping, stationery, courier, and vendor management for the branch.
• Maintain office attendance, files, records, and documentation.
• Handle front-desk/reception duties, calls, and visitor coordination.
• Assist with facility management AMC contracts, repairs, utilities, and upkeep.
• Coordinate procurement of lighting products and materials with Delhi HO.
• Track POs with Delhi office to ensure timely dispatch and coordinate transport.
• Maintain records of in-transit goods, LR copies, invoices, delivery challans.
• Coordinate with warehouse on receiving, inspecting, and reconciling shipments.
• Follow up on delays, damages, or discrepancies with HO and transport vendors.
• Maintain a tracker of procurement/transport requests and assist in freight negotiations.
• Ensure interstate transport documentation in coordination with accounts.

Skills

MS Excel

MS Word

Email correspondence

Vendor management

Logistics coordination

Front-desk duties

Education

Graduation in any discipline

Job description

Role & responsibilities

General Administration

• Manage day-to-day office administration including housekeeping, stationery, courier, and vendor management for the branch
• Maintain office attendance, files, records, and documentation
• Handle front-desk/reception duties, calls, and visitor coordination
• Assist with facility management AMC contracts, repairs, utilities, and office upkeep
• Support HR-related administrative tasks (onboarding paperwork, ID cards, leave records) as needed
• Manage petty cash and basic expense tracking for the branch
• Coordinate travel and accommodation bookings for branch staff
• Maintain asset registers for office equipment and branch inventory

Procurement & Transportation Coordination

• Coordinate with the Delhi Head Office for procurement of lighting products and materials required by the Khar West branch office.
• Track and follow up on purchase orders raised with the Delhi office to ensure timely dispatch
• Liaise with transport/logistics vendors to arrange dispatch, delivery, and tracking of light fixtures from Delhi to Mumbai
• Maintain records of goods in transit (LR copies, invoices, delivery challans) and update stock status
• Coordinate with the warehouse/store team on receiving, inspecting, and reconciling incoming shipments against purchase orders
• Follow up on delays, damages, or discrepancies in shipments with HO and transport vendors
• Maintain a tracker of pending, in-transit, and completed procurement/transport requests
• Assist in vendor negotiations for freight and transport costs where required
• Ensure proper documentation for interstate transport (e.g., e-way bills, delivery notes) in coordination with the accounts team

Preferred candidate profile

Graduate in any discipline with 2 to 5 years of experience in administration or logistics coordination comfortable working with a remote Head Office team having working knowledge of MS Excel, Word, and email correspondence.