Administration Executive

Yash Engineering Consultants Pvt Ltd.; Navi Mumbai; On-site; INR 167,000 - 335,000; Full time

Job summary

Yash Engineering Consultants Pvt Ltd in Navi Mumbai is seeking a dedicated Office Administrator to handle day-to-day operations, maintain records, manage vendors, and coordinate facility services.

You will support HR joining formalities, arrange travel, prepare MIS reports, and ensure confidentiality while helping different departments meet admin needs.

Qualifications

• Graduate in any discipline from a recognized university.
• Diploma / certification in Office Administration or related field.
• Strong working knowledge of MS Office, especially MS Excel and MS Word.
• Good communication and coordination skills.
• Ability to maintain records and handle multiple administrative tasks.

Responsibilities

• Manage day-to-day office administration and ensure smooth office operations.
• Maintain office records, files, registers, and administrative documents.
• Coordinate with vendors, suppliers, service providers, and maintenance agencies.
• Handle office stationery, printing materials, housekeeping materials, and other office requirements.
• Maintain proper records of stationery and other office consumables and ensure timely procurement.
• Coordinate housekeeping, security, maintenance, pantry, and other facility-related activities.
• Monitor office infrastructure, furniture, electrical equipment, internet, telephone, and other facilities.
• Coordinate repairs and maintenance and follow up with concerned vendors.
• Manage courier, dispatch, incoming and outgoing correspondence.
• Maintain records of courier and dispatch documents.
• Coordinate travel, accommodation, transportation, and local conveyance arrangements for employees and management, as required.
• Assist in arranging meetings, conferences, training programs, and office events.
• Maintain vehicle-related records, if applicable, including vehicle usage, servicing, insurance, and related documents.
• Prepare administrative reports, statements, and MIS reports as required by management.
• Coordinate with different departments for administrative requirements.
• Support HR in employee joining formalities, ID cards, attendance-related coordination, and other administrative activities.
• Maintain confidentiality of company documents and administrative information.
• Ensure compliance with company administrative policies, procedures, and instructions.
• Monitor office expenses and submit bills, invoices, and supporting documents to the Accounts Department for processing.
• Verify administrative bills and ensure proper supporting documents, vendor details, and approvals are available.
• Assist in maintaining proper records for audits and statutory/administrative requirements.
• Perform any other administrative duties assigned by the Management / HR & Admin.

Skills

Office Administration

Documentation & Record Management

Communication & Coordination

Time Management

Problem Solving

Follow-up

Multitasking

Education

Graduate in any discipline

Diploma / certification in Office Administration

Tools

MS Excel

MS Word

MS Office Suite

Job description

Key Responsibilities

• Manage day-to-day office administration and ensure smooth office operations.
• Maintain office records, files, registers, and administrative documents.
• Coordinate with vendors, suppliers, service providers, and maintenance agencies.
• Handle office stationery, printing materials, housekeeping materials, and other office requirements.
• Maintain proper records of stationery and other office consumables and ensure timely procurement.
• Coordinate housekeeping, security, maintenance, pantry, and other facility-related activities.
• Monitor office infrastructure, furniture, electrical equipment, internet, telephone, and other facilities.
• Coordinate repairs and maintenance and follow up with concerned vendors.
• Manage courier, dispatch, incoming and outgoing correspondence.
• Maintain records of courier and dispatch documents.
• Coordinate travel, accommodation, transportation, and local conveyance arrangements for employees and management, as required.
• Assist in arranging meetings, conferences, training programs, and office events.
• Maintain vehicle-related records, if applicable, including vehicle usage, servicing, insurance, and related documents.
• Prepare administrative reports, statements, and MIS reports as required by management.
• Coordinate with different departments for administrative requirements.
• Support HR in employee joining formalities, ID cards, attendance-related coordination, and other administrative activities.
• Maintain confidentiality of company documents and administrative information.
• Ensure compliance with company administrative policies, procedures, and instructions.
• Monitor office expenses and submit bills, invoices, and supporting documents to the Accounts Department for processing.
• Verify administrative bills and ensure proper supporting documents, vendor details, and approvals are available.
• Assist in maintaining proper records for audits and statutory/administrative requirements.
• Perform any other administrative duties assigned by the Management / HR & Admin.

Required Qualifications

• Graduate in any discipline from a recognized university.
• Diploma / certification in Office Administration or related field will be an added advantage.
• Good working knowledge of MS Office, especially MS Excel and MS Word.
• Good communication and coordination skills.
• Ability to maintain records and handle multiple administrative tasks.

Experience

• 1-2 years of relevant experience in administration, office management, facility management, or a similar role.
• Experience in an engineering consultancy, infrastructure, construction, or corporate organization will be preferred.

Key Skills

• Office Administration
• Documentation & Record Management
• MS Office / Excel
• Communication & Coordination
• Time Management
• Problem Solving
• Follow-up & Negotiation Skills