Administration Manager

G Square Housing; Navi Mumbai, Pune District, Mysuru; On-site; INR 300,000 - 500,000; Full time

Job summary

G Square Housing seeks an Admin & Facility Coordinator to support office administration across multiple sites in Navi Mumbai. You will help manage facilities, coordinate with vendors, and ensure smooth day-to-day operations for offices, project sites, and guest houses.

The role requires coordinating with housekeeping, maintenance, and security teams, organizing onboarding seating and events, and maintaining accurate admin records and MIS reports to support decision making.

Responsibilities

• Support daily functioning of office infrastructure, utilities, workstations, and common areas.
• Coordinate with housekeeping, maintenance, and security teams for operational requirements.
• Monitor office readiness, meeting room availability, and workplace arrangements.
• Assist with seating plans and desk assignments during new joiner onboarding or relocations.
• Collect quotations, prepare comparison sheets, and support PO processing.
• Maintain vendor contact lists and coordinate for service delivery.
• Ensure documentation accuracy for bills, invoices, and service reports.
• Follow up with finance for payments and vendor queries.
• Maintain trackers, checklists, approvals, and administrative records.
• Prepare daily/weekly MIS reports for admin activities and vendor services.
• Ensure 100% accuracy and version control across all admin-related documents.
• Assist in organising internal meetings, celebrations, and employee engagements.
• Ensure office arrangements and hospitality support during events and visits.
• Provide overall coordination support for special tasks assigned by Admin Head.

Job description

Job Purpose

To provide comprehensive administrative support across facilities, travel, housekeeping, maintenance, procurement, and documentation functions. Responsible for coordinating with internal teams, vendors, and management to ensure smooth day-to-day operations and efficient service delivery across offices, project sites, and guest houses.

Key Responsibilities

1. Facility & Office Administration

• Support daily functioning of office infrastructure, utilities, workstations, and common areas.
• Coordinate with housekeeping, maintenance, and security teams for operational requirements.
• Monitor office readiness, meeting room availability, and workplace arrangements.
• Assist with seating plans and desk assignments during new joiner onboarding or relocations.

2. Vendor & Procurement Coordination

• Collect quotations, prepare comparison sheets, and support PO processing.
• Maintain vendor contact lists and coordinate for service delivery.
• Ensure documentation accuracy for bills, invoices, and service reports.
• Follow up with finance for payments and vendor queries.

3. Documentation & Reporting

• Maintain trackers, checklists, approvals, and administrative records.
• Prepare daily/weekly MIS reports for admin activities and vendor services.
• Ensure 100% accuracy and version control across all admin-related documents.

4. Event & General Support

• Assist in organising internal meetings, celebrations, and employee engagements.
• Ensure office arrangements and hospitality support during events and visits.
• Provide overall coordination support for special tasks assigned by Admin Head.