Executive-Admin

Aditya Findings; Mumbai Suburban; On-site; INR 600,000 - 1,200,000; Full time

Job summary

Aditya Findings in Mumbai Suburban seeks an experienced Office & Facility Administrator to run daily operations of the office and factory. You will manage admin inventory, coordinate maintenance, and secure assets to ensure smooth workflows.

You will also drive compliance activities, handle invoice verification, onboarding, events, travel logistics, and maintain safety standards. This role requires hands-on coordination with vendors and internal teams to sustain high-quality operations.

Qualifications

• Experience in office and factory administration.
• Knowledge of facility management and vendor coordination.
• Familiarity with safety standards and compliance processes.

Responsibilities

• Oversee day-to-day operations of the office and factory in Mumbai Suburban.
• Manage office supplies, housekeeping materials, and admin inventory.
• Coordinate maintenance, security, and asset management to ensure uninterrupted operations.
• Ensure cleanliness and upkeep of premises through coordination with service providers.

Job description

Role & responsibilities

1. Office & Factory Administration:

• Ensure efficient day-to-day operations of the office and factory.
• Manage office supplies, stationery, housekeeping materials, and administrative inventory.
• Monitor and maintain office equipment, furniture, and company assets.
• Coordinate maintenance activities to ensure uninterrupted operations.

2. Facility Management:

• Maintain cleanliness, hygiene, and upkeep of office and factory premises.
• Coordinate with housekeeping and maintenance service providers.
• Ensure timely resolution of facility-related issues

3. RJC Compliance Management:

• Ensure 100% compliance with Responsible Jewellery Council (RJC) requirements.
• Maintain all RJC-related documentation and records.
• Coordinate internal and external audits.
• Track compliance action items and ensure timely closure.

4. Vendor & AMC Management

• Manage relationships with vendors and service providers.
• Coordinate Annual Maintenance Contracts (AMC) for equipment and facilities.
• Monitor vendor performance and service quality.
• Ensure timely renewal of contracts and agreements.

5. Invoice Verification & Processing:

• Verify vendor invoices against approved purchase orders, contracts, and services rendered.
• Coordinate with Accounts for timely processing and payment of invoices.
• Maintain records of vendor bills and payment status.

6. Safety & Compliance:

• Ensure availability and proper maintenance of safety equipment.
• Monitor compliance with workplace safety standards.
• Coordinate periodic inspections of fire and safety equipment.
• Support implementation of safety initiatives and awareness programs.

7. Employee Support & Onboarding:

• Provide administrative support during employee onboarding.
• Arrange workstation, ID cards, access requirements, uniforms, lockers and other joining formalities.

8. Event & Employee Engagement Coordination:

• Assist in planning and organizing internal events, workshops, training programs, celebrations, and company outings.
• Coordinate logistics, catering, venue arrangements, and event materials.
• Assist in smooth execution of employee engagement activities.

9. Travel & Logistics Management:

• Arrange travel bookings, accommodation, and local transportation for employees and visitors.
• Coordinate logistics requirements for business travel and official visits.

10. Inventory & Asset Management:

• Maintain records of administrative inventory and company assets.
• Conduct periodic verification of assets.
• Ensure optimum inventory levels and prevent shortages

Preferred candidate profile

Candidates from the Manufacturing Industry will be preferred