Executive, Facilities and Administration

Fleet Management Limited; Mumbai; On-site; INR 350,000 - 550,000; Full time

Job summary

Fleet Management India Private Limited, a long-standing ship management company, invites applications for an Executive, Facilities and Administration role. The successful candidate will be the face of the company, handling front desk duties, visitor management, calendars, calls, and general communications, while supporting security, procurement, and documentation tasks.

With over 30 years in the industry and a global footprint, the organization seeks proactive individuals who can contribute to

Qualifications

• Minimum 2 years of experience in similar role.
• Bachelor’s degree in any discipline.

Responsibilities

• Visitor Management - welcoming visitors and assisting them to meet concerned personnel. Maintain accurate records and digitize all visitor details.
• Update appointment calendars and schedule meetings/ appointments
• Answer all incoming calls and redirect them or keep messages.
• Send communication of general nature such as birthday wishes to the employees.
• Obtain and maintain record of feedback from the candidates.
• Coordinate maintenance of office facilities and general equipment repairs
• Supervise/ monitor activities of office executives, security staff and housekeeping staff and maintain their attendance
• Ensure upkeep and hygiene of the lounge area and ensure availability of amenities such as TV, newspapers and periodicals
• Ensure regular cleaning and maintenance of Coffee Day machine and availability of all supplies
• Ensure that the contents of the First Aid box are complete and up to date
• Maintenance of important telephone numbers of staff, POCs for various utility services and AMC vendors
• Coordinate the requisition and movement of office car including insurance and service-related issues.
• Coordinate payment of office utility bills.
• Organize catering, coffee or other refreshments as needed
• Inventory management - monitor office supplies and place orders as per extant procedure
• Vendors management - Coordinate AMC and Planned Preventive Maintenance visits by vendors
• Maintaining general office files, including job files, vendor files and other files related to the company's operation
• Receive letters, packages etc. and distribute them. Manage courier dispatch and mail office and keep updated records and files.

Education

Bachelor’s degree in any discipline

Job description

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Executive, Facilities and Administration

Date: 22 Oct 2026

Company: Fleet Management India Private Limited

Our 30-years journey rides on the passion of over 24,000 seafarers and 1,000 onshore professionals. Today, we are one of the largest independent third-party ship management companies managing over 600 diverse types of vessels. Headquartered in Hong Kong SAR, China, we operate on a global scale having 27 offices in 12 countries. Our client base spans over 100 world-class ship owners, including Fortune 500 companies from China, Greece, India, Japan, Korea, Netherlands, Norway, Turkey and the USA, among others.

In a shore career at FLEET, you will be working with a team of a highly passionate, self-driven and committed group of people. We aim to be a place where you can achieve your full potential, regardless of your background. We are looking for individuals who are ambitious about making a strong contribution to FLEET’s short and long-term sustainable growth – whether you are dealing directly with clients or working in a role supporting the business, such as technology, legal or communications.

Job Position Summary

Perform routine clerical and administrative jobs, such as filing, entering data, signing for packages and routing calls. Being the face of the company for all the visitors, they need to be adept in inter-personnel and management skills.

Key Roles and Responsibilities

Front Desk:

• Visitor Management - welcoming visitors and assisting them to meet concerned personnel. Maintain accurate records and digitize all visitor details.
• Update appointment calendars and schedule meetings/ appointments
• Answer all incoming calls and redirect them or keep messages.
• Send communication of general nature such as birthday wishes to the employees.
• Obtain and maintain record of feedback from the candidates.

Security and Infrastructure:

• Coordinate maintenance of office facilities and general equipment repairs
• Supervise/ monitor activities of office executives, security staff and housekeeping staff and maintain their attendance
• Ensure upkeep and hygiene of the lounge area and ensure availability of amenities such as TV, newspapers and periodicals
• Ensure regular cleaning and maintenance of Coffee Day machine and availability of all supplies
• Ensure that the contents of the First Aid box are complete and up to date
• Maintenance of important telephone numbers of staff, POCs for various utility services and AMC vendors
• Coordinate the requisition and movement of office car including insurance and service-related issues.
• Coordinate payment of office utility bills.

Procurement:

• Organize catering, coffee or other refreshments as needed
• Inventory management - monitor office supplies and place orders as per extant procedure
• Vendors management - Coordinate AMC and Planned Preventive Maintenance visits by vendors

Documentation :

• Maintaining general office files, including job files, vendor files and other files related to the company's operation
• Receive letters, packages etc. and distribute them. Manage courier dispatch and mail office and keep updated records and files.

Job Experience, Functional Knowledge and Qualifications

• Minimum 2 years of experience in similar role
• Bachelor’s degree in any discipline

Fleet Management Limited is committed to diversity, equity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by local laws.