Administration Executive

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

Job summary

NJ Group in Mumbai is seeking a diligent Office & Facility Manager to oversee day-to-day admin, housekeeping, security, and maintenance, plus AMC management and vendor liaison.

You will handle procurement of office supplies, inventory tracking, asset tagging and disposal, travel arrangements (domestic and international), and support for Board and Committee meetings, onboarding and exits. This role requires strong communication, negotiation, time management, attention to detail and discretion.

Qualifications

• Strong communication and coordination skills.
• Negotiation and problem-solving abilities.
• Time management and multitasking capabilities.
• Attention to detail and meticulous record-keeping.
• Discreet, professional, and presentable demeanor.
• Ability to support Board and Committee meetings.

Responsibilities

• Office & Facility Management: Day-to-day admin, housekeeping, security, maintenance, AMC management.
• Vendor Management: Sourcing, quotation comparison, negotiation, service quality monitoring.
• Inventory & Procurement: Office supplies, stationery, pantry, stock tracking & reorder planning.
• Asset Management: Tagging, allocation, movement register, physical verification, disposal process.
• Travel & Logistics: Domestic & International travel, visa process, hotel, transport coordination.
• Administrative Support: Meetings, conferences, Board/Committee meetings, office events, onboarding and exit formalities.
• Finance Coordination: Vendor bill verification, expense tracking, petty cash, payments coordination with Finance.
• Documentation & Compliance: Maintaining agreements, service contracts, licenses, renewals, audit support.
• Budgeting: Tracking admin expenses vs budget, cost optimization ideas.

Skills

Communication

Coordination

Negotiation

Multitasking

Attention to detail

Board meetings support

Office protocols

Tools

Excel

Word

PowerPoint

Google Workspace

Job description

Role & responsibilities

Office & Facility Management:

Day-to-day admin, housekeeping, security, maintenance, AMC management

Vendor Management:

Vendor sourcing, quotation comparison, negotiation, service quality monitoring

Inventory & Procurement:

Office supplies, stationery, pantry, stock tracking & reorder planning

Asset Management:

Asset tagging, allocation, movement register, physical verification, disposal process

Travel & Logistics:

Domestic & International travel, visa process, hotel, transport coordination

Administrative Support:

Provide administrative support for meetings, conferences, Board and Committee meetings, office events, and employee onboarding and exit formalities.

Finance Coordination:

Vendor bill verification, expense tracking, petty cash, coordination with Finance for payments

Documentation & Compliance:

Maintaining agreements, service contracts, licenses, renewals, audit support

Budgeting:

Tracking admin expenses vs budget, cost optimization ideas

Preferred candidate profile

• Strong communication & coordination
• Negotiation & problem-solving
• Time management & multitasking
• Attention to detail & record-keeping
• Discreet, professional, and presentable
• Ability to handle Board / Committee meeting support
• MS Office & Tools: Advanced Excel, Word, PowerPoint, Google Workspace, Email drafting