Administration Manager

OM Prakash Stock Brokers; Mumbai; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

OM Prakash Stock Brokers in Mumbai's BKC seeks an experienced Office Administration & Diamond Operations Manager to oversee day-to-day operations of the diamond office.

You will manage office staff, documentation, vendor relations, and coordinate with buyers, suppliers, and internal teams while safeguarding confidential information. Prior diamond/offices experience and strong MS Office skills are essential for success.

Qualifications

• Graduate in any discipline; admin/business mgmt qualification is a plus.
• 5–10 years in diamond/jewellery office environment.
• Experience in BKC Mumbai diamond market is preferred.
• Strong MS Office skills and professional communication.

Responsibilities

• Manage overall day-to-day operations and smooth functioning of the office.
• Coordinate with management regarding all office-related requirements.
• Handle and coordinate day-to-day activities related to diamond office operations.
• Maintain proper records and documentation related to diamonds, parcels, inventory and movement.
• Coordinate with diamond buyers, suppliers, traders, manufacturers and other business associates.
• Maintain inward/outward records and ensure documentation is completed correctly.
• Supervise office employees and coordinate their daily responsibilities.
• Coordinate between management, employees, suppliers, clients and other stakeholders.
• Maintain office files, records, agreements, invoices, correspondence and other documentation.
• Coordinate with housekeeping, security, maintenance, IT, internet, telephone and other service providers.
• Prepare daily/weekly reports; schedule meetings and visitors.
• Coordinate travel, hotel, transportation for management or visitors.

Skills

Office administration

Diamond office operations

Coordination

Staff management

Documentation

Vendor coordination

MS Office

Excel

English/Hindi communication

Education

Graduate degree (any discipline)

Tools

MS Office

Excel

Word

Email

Job description

We are looking for an experienced and responsible Office Administration & Diamond Operations Manager to manage the complete day-to-day functioning of our diamond office in BKC, Mumbai.

The candidate should have prior experience working in a diamond trading, manufacturing, jewellery or diamond-related office and should be capable of independently handling office administration, coordination, documentation, staff management, vendor coordination and day-to-day operational activities.

Key Roles & Responsibilities

• 1. Complete Office Management
  • Manage the overall day-to-day operations and smooth functioning of the office.
  • Ensure the office is properly maintained, organised and operational at all times.
  • Manage office staff, support staff, housekeeping and other administrative personnel.
  • Monitor attendance, discipline, leave and daily office requirements.
  • Coordinate with management regarding all office-related requirements.
• 2. Diamond Office Operations
  • Handle and coordinate day-to-day activities related to diamond office operations.
  • Maintain proper records and documentation related to diamonds, parcels, inventory and movement.
  • Coordinate with diamond buyers, suppliers, traders, manufacturers and other business associates.
  • Maintain proper inward/outward records and ensure documentation is completed correctly.
  • Coordinate with internal teams regarding diamond-related transactions and operational requirements.
  • Ensure confidentiality and proper handling of sensitive business and diamond-related information.
• 3. Staff & Team Coordination
  • Supervise office employees and coordinate their daily responsibilities.
  • Allocate administrative work and follow up on pending activities.
  • Coordinate between management, employees, suppliers, clients and other stakeholders.
  • Maintain a professional and disciplined working environment.
• 4. Documentation & Records
  • Maintain office files, records, agreements, invoices, correspondence and other documentation.
  • Maintain proper records of diamond-related documents and transactions.
  • Ensure timely filing and retrieval of important documents.
  • Handle confidential documents and business information responsibly.
• 5. Vendor & Facility Management
  • Coordinate with housekeeping, security, maintenance, IT, internet, telephone and other service providers.
  • Manage office stationery, consumables and other regular requirements.
  • Coordinate with vendors for quotations, services, bills and payments.
  • Ensure office infrastructure and facilities remain in proper working condition.
• 6. Administrative & Management Support
  • Assist management in day-to-day administrative and operational matters.
  • Prepare daily/weekly reports whenever required.
  • Schedule and coordinate meetings, appointments and visitors.
  • Coordinate travel, hotel, transportation and other arrangements for management or visitors when required.
  • Handle correspondence and communication with external parties on behalf of the office.
• 7. Accounts & Commercial Coordination
  • Coordinate with the accounts team for office expenses, vendor bills and administrative payments.
  • Verify basic documentation and bills before forwarding them for approval.
  • Maintain records of office expenses and administrative purchases.
  • Coordinate with management and accounts for timely settlement of office-related expenses.
• 8. Security & Compliance
  • Ensure proper security procedures are followed within the office.
  • Maintain visitor records and control access to restricted areas.
  • Ensure sensitive diamond-related documents, records and materials are handled securely.
• Support management in implementing internal policies and procedures. other arrangements for management or visitors when required.
• Handle correspondence and communication with external parties on behalf of the office.
• 7. Accounts & Commercial Coordination
  • Coordinate with the accounts team for office expenses, vendor bills and administrative payments.
  • Verify basic documentation and bills before forwarding them for approval.
  • Maintain records of office expenses and administrative purchases.
  • Coordinate with management and accounts for timely settlement of office-related expenses.
• 8. Security & Compliance
  • Ensure proper security procedures are followed within the office.
  • Maintain visitor records and control access to restricted areas.
  • Ensure sensitive diamond-related documents, records and materials are handled securely.

Candidate Profile

• Graduate in any discipline; additional qualifications in administration/business management will be an advantage.
• 5–10 years of relevant experience, preferably in a diamond/jewellery office.
• Prior experience in BKC, Mumbai diamond market/office environment will be preferred.
• Strong understanding of diamond office operations and industry working practices.
• Good knowledge of MS Office, particularly Excel, Word and email communication.
• Excellent coordination and communication skills.
• Good command of English and Hindi; knowledge of Marathi/Gujarati will be an advantage.
• Strong organisational and multitasking abilities.
• Should be mature, responsible, trustworthy and capable of maintaining confidentiality.
• Should be comfortable independently managing multiple office activities.
• Experience in handling senior management and external business associates will be preferred.