Administration Executive

Zycus Infotech; Mumbai; Hybrid; INR 300,000 - 520,000; Full time

Job summary

Zycus Infotech in Mumbai is seeking a skilled Administration professional to manage day-to-day facility operations, coordinate housekeeping, security, cafeteria, and pantry services, and support visitor coordination.

The role also covers procurement and vendor management, PO processing, invoice coordination with Finance, and maintaining MIS reports to support budget tracking and cost optimization.

Qualifications

• Bachelor's degree in any discipline.
• 1-2 years of experience in Administration, Facility Management, Procurement, Vendor Coordination, or related operations roles.
• Good knowledge of MS Excel and MIS reporting.

Responsibilities

• Facility & Workplace Management: Ensure smooth day-to-day facility operations and office administration.
• Coordinate housekeeping, security, cafeteria, and pantry services.
• Manage visitor coordination and workplace requirements.
• Track preventive maintenance schedules and AMC renewals.
• Monitor office supplies and administrative inventory.
• Support meeting room management and employee engagement activities.

Skills

Coordination

Stakeholder management

Multitasking

Communication

Education

Bachelor's degree

Tools

MS Excel

MIS reporting

Job description

Key Responsibilities

Facility & Workplace Management

• Ensure smooth day-to-day facility operations and workplace administration.
• Coordinate housekeeping, security, cafeteria, and pantry services.
• Manage visitor coordination and workplace requirements.
• Track preventive maintenance schedules and AMC renewals.
• Monitor office supplies, consumables, and administrative inventory.
• Conduct facility inspections and coordinate resolution of maintenance issues.
• Support meeting room management, office events, and employee engagement activities.

Procurement & Vendor Management

• Source and coordinate with vendors for administrative and facility requirements.
• Obtain quotations, prepare comparative analyses, and support negotiations.
• Raise and track Purchase Orders (POs).
• Coordinate invoice processing and vendor payments with Finance teams.
• Maintain vendor records, agreements, quotations, and procurement documentation.
• Monitor vendor performance and support cost optimization initiatives.

MIS & Reporting

• Maintain facility and procurement trackers.
• Prepare periodic reports on expenses, contracts, AMCs, vendor performance, and procurement activities.
• Support budget tracking and reporting activities.

Cross-Functional Support

• Provide support to the Travel function through coordination and reporting activities.
• Assist with administrative projects as required.

What We're Looking For

• Bachelor's degree in any discipline.
• 1-2 years of experience in Administration, Facility Management, Procurement, Vendor Coordination, or related operations roles.
• Good knowledge of MS Excel and MIS reporting.
• Strong coordination and stakeholder management skills.
• Basic understanding of procurement processes and vendor management.
• Strong problem-solving, communication, and organizational abilities.
• Ability to manage multiple tasks and priorities effectively.

Preferred Qualifications

• Experience with PO processing, invoice coordination, or vendor management.
• Exposure to AMC management, facility operations, or workplace administration.
• Experience in a corporate office or IT/ITES environment.
• Exposure to travel desk coordination is an added advantage.