Executive - Site Administration (Real Estate Projects)

Shree Naman Developers; Worli Seaface; On-site; INR 300,000 - 450,000; Full time

Job summary

Shree Naman Developers is seeking a detail-oriented Site Administration Executive to manage day-to-day project office operations in Worli Seaface, Mumbai.

Responsibilities include asset management, vendor coordination, attendance records for labour, document control, and MIS reporting to head office. Strong MS Office skills and ERP familiarity preferred; ability to work under pressure and coordinate with multiple departments.

Qualifications

• Experience in site/office administration or similar role.
• Proficient in MS Office and ERP systems.
• Strong coordination and record-keeping ability.

Responsibilities

• Manage day-to-day administrative operations at the project site.
• Maintain office infrastructure, stationery, housekeeping, pantry, and utilities.
• Ensure proper maintenance of the site office and staff facilities.
• Maintain attendance records of contract labour.
• Coordinate with vendors for procurement of office supplies and site requirements.
• Process purchase requests and maintain vendor records.
• Verify vendor invoices before submission for payment.
• Maintain AMC records for office equipment.
• Maintain records of company assets deployed at the site.
• Monitor issuance and return of laptops, furniture, equipment, and tools.
• Conduct periodic asset verification.
• Maintain project correspondence and administrative records.
• Organize and file agreements, approvals, permits, licenses, and statutory documents.
• Maintain registers for visitors, vehicles, inward/outward materials, and courier dispatches.
• Coordinate with Head Office and Projects department; assist MIS reports and project data.
• Supervise housekeeping, security, and pantry services.
• Monitor utility consumption (electricity, water).
• Ensure proper functioning of generators and office equipment.
• Ensure compliance with administrative policies; assist in inspections and audits.
• Maintain records under labour laws and local authorities.
• Support health, safety, and environmental requirements at the site.
• Manage visitor entry, meeting coordination, rooms, hospitality, and records.
• Support site events, employee engagement, and welfare initiatives.
• Perform any administrative assignments delegated by management.
• Ensure confidentiality of company documents.

Skills

MS Office

MIS Reporting

Record Management

Document Management

Time Management

Organizational Skills

Communication Skills

Tools

Farvision ERP

Office Automation

Job description

Key Responsibilities

1. Site Administration

• Manage day-to-day administrative operations at the project site.
• Maintain office infrastructure, stationery, housekeeping, pantry, and utilities.
• Ensure proper maintenance of the site office and staff facilities.

2. Employee Administration

• Maintain attendance records of contract labour.

3. Vendor & Contractor Coordination

• Coordinate with vendors for procurement of office supplies and site requirements.
• Process purchase requests and maintain vendor records.
• Verify vendor invoices before submission for payment.
• Maintain AMC (Annual Maintenance Contract) records for office equipment.

4. Asset Management

• Maintain records of company assets deployed at the site.
• Monitor issuance and return of laptops, furniture, equipment, and tools.
• Conduct periodic asset verification.

5. Documentation & Record Keeping

• Maintain project correspondence and administrative records.
• Organize and file agreements, approvals, permits, licenses, and statutory documents.
• Maintain registers for visitors, vehicles, inward/outward materials, and courier dispatches.

6. Coordination with Head Office

• Coordinate with various departments at Head office and Projects department.
• Assist in preparing MIS reports and project administration data.

7. Facilities Management

• Supervise housekeeping, security, and pantry services.
• Monitor utility consumption such as electricity, water, etc.
• Ensure proper functioning of generators, office equipment, and communication systems.

8. Compliance

• Ensure compliance with company administrative policies.
• Assist in statutory inspections and audits.
• Maintain records required under labour laws and local authorities.
• Support implementation of health, safety, and environmental requirements at the site.

9. Visitor Management

• Manage visitor entry and meeting coordination.
• Arrange meeting rooms and hospitality.
• Maintain visitor records and gate passes.

10. Other Responsibilities

• Support site events, employee engagement activities, and welfare initiatives.
• Perform any administrative assignments delegated by management.
• Ensure confidentiality of company documents and information.

Preferred candidate profile

Technical Skills

• MS Office (Excel, Word, PowerPoint)
• ERP systems (Farvision or equivalent)
• Document Management
• MIS Reporting
• Record Management

Soft Skills

• Good communication skills
• Strong coordination and interpersonal skills
• Time management
• Problem-solving ability
• Organizational skills
• Attention to detail
• Ability to work under pressure

Teamwork and collaboration