Administration Officer

Modern India; Mumbai City; On-site; INR 500,000 - 800,000; Full time

Job summary

Modern India is seeking an Administrative Officer for the Head Office in Nariman Point, Mumbai. You will ensure seamless office operations, manage facilities, assets, and records, and coordinate vendors across multiple sites with regular site visits.

The role demands strong organization, communication, and MS Office proficiency, with travel between Mumbai sites and regulatory compliance knowledge as a plus. Immediate joiner preferred.

Qualifications

• Bachelor's degree in Business Administration, Commerce, or a related field preferred.
• Minimum 4-5 years of experience in administrative or facilities management roles, with exposure to office maintenance and vendor coordination.
• Strong organizational and communication skills; proficiency in MS Office Suite.
• Ability to travel between sites in Mumbai and surrounding areas as needed.
• Knowledge of regulatory compliance for vehicles and insurance is advantageous.

Responsibilities

• Oversee repair and maintenance activities for Head office and sites with timely resolution.
• Manage key access and security protocols for Head office and Modern Centre facilities.
• Review and verify bills for security, electricity, water, housekeeping, gardening, and miscellaneous expenses; process payments with approvals.
• Liaise with vendors for provisioning and servicing of A/C, fire safety, cleaning, security, housekeeping, and gardening.
• Solicit and evaluate quotations from vendors for maintenance at sites and Head office.
• Coordinate meetings at site offices on administrative matters.
• Conduct periodic inspections at sites and godown as required.
• Maintain records for drivers and domestic staff including attendance and performance.
• Handle security clearances and parking stickers for Head office, sites, and directors' accommodations.
• Supervise maintenance operations at Head office, sites, and directors' accommodations.
• Collect and review daily security reports from sites.
• Arrange monthly payments to the gardener at different sites.
• Track attendance for housekeeping personnel.
• Manage administrative tasks related to car and company asset insurance including renewals and claims.
• Organize vehicle files; prepare documentation for vehicle sales and maintain related records.
• Coordinate with RTO, Police Stations, and other govt authorities for vehicle registrations and permits.
• Schedule and oversee vehicle servicing, PUC renewals, and fuel refills; log fuel consumption and expenses.
• Monitor vehicle challans, process payments, and ensure regulatory compliance.
• Arrange pest control services for Head office, sites, and directors' accommodations.
• Maintain up-to-date inventory of all insurance policies and renewals across assets and vehicles.
• Supervise and manage office boys, ensuring adherence to protocols.
• Manage EPBX system including allocation and maintenance of phone numbers across facilities.
• Oversee AMCs for office equipment, systems, and infrastructure; ensure renewals and vendor performance.
• Assist in ISO audit preparations, including documentation and compliance checks.

Skills

Organizational skills

Communication skills

MS Office

Education

Bachelor's degree in Business Administration, Commerce, or a related field

Tools

MS Office Suite

Job description

Job Title: Administrative Officer Employment Type: Full-Time Reporting To: Directors Location: Nariman Point, Mumbai (Head Office) Preferred Candidate: Immediate Joiner

Role Summary

The Administrative Officer will play a pivotal role in ensuring the seamless operation of office facilities, asset management, and administrative support across multiple company sites. This position requires a proactive individual with strong organizational skills to handle maintenance, vendor coordination, record-keeping, and compliance-related tasks. The role demands regular site visits and collaboration with internal teams and external stakeholders to maintain high standards of efficiency and compliance.

Key Responsibilities

• Oversee the repair and maintenance activities for the Head office and sites, ensuring timely resolution of issues.
• Manage key access and security protocols for the Head office and Modern Centre facilities.
• Review and verify bills related to security, electricity, water, housekeeping, gardening, and miscellaneous expenses; process payments following internal approvals.
• Liaise with vendors for the procurement and servicing of air conditioning units, fire-fighting equipment, cleaning supplies, security services, housekeeping, and gardening requirements.
• Solicit and evaluate quotations from vendors for maintenance works at sites and the Head office.
• Coordinate and facilitate meetings at the site offices focused on administrative matters.
• Conduct periodic inspections at sites and Godown as required.
• Maintain comprehensive records for drivers and domestic staff, including attendance and performance tracking.
• Handle security clearances and issuance of parking stickers for vehicles at Head office, Sites and at Directors accommodations.
• Supervise maintenance operations for Head office, Sites and at Directors accommodations.
• Collect and review daily security reports from the sites.
• Arrange monthly payments to the gardener at different sites.
• Track and maintain attendance records for housekeeping personnel.
• Manage all administrative tasks related to car insurance and company asset insurance, including policy renewals, claims processing, and compliance with regulatory requirements.
• Organize and update vehicle files; prepare documentation for vehicle sales and maintain related records.
• Coordinate with RTO, Police Stations, and other government authorities for vehicle registrations, permits, and compliance.
• Schedule and oversee vehicle servicing, repairs, PUC renewals, and fuel refills; maintain detailed logs of fuel consumption and expenditures.
• Monitor vehicle challans, process payments, and ensure regulatory compliance.
• Arrange pest control services for Head office, Sites and at Directors accommodations.
• Maintain an up-to-date inventory of all insurance policies, proactively follow up on renewals, and ensure comprehensive coverage across all company assets and vehicles.
• Supervise and manage office boys, ensuring adherence to operational protocols.
• Manage the EPBX system, including allocation and maintenance of phone numbers and lines across office facilities.
• Oversee Annual Maintenance Contracts (AMC) for office equipment, systems, and infrastructure, ensuring timely renewals and vendor performance.
• Assist in ISO audit preparations, including documentation, process reviews, and compliance checks to support certification standards.
• Manage record and store operations, including archiving, retrieval, inventory control, and secure storage of company documents and assets.

Qualifications and Experience

• Bachelor's degree in Business Administration, Commerce, or a related field preferred.
• Minimum 4-5 years of experience in administrative or facilities management roles, with exposure to office maintenance and vendor coordination.
• Strong organizational and communication skills; proficiency in MS Office Suite.
• Ability to travel between sites in Mumbai and surrounding areas as needed.
• Knowledge of regulatory compliance for vehicles and insurance is advantageous.