Front office & Admin

Akums Drugs & Pharmaceuticals Limited; Mumbai; On-site; INR 300,000 - 420,000; Full time

Job summary

Akums Drugs & Pharmaceuticals Limited is seeking a proactive Front Office & Administrative Manager in Mumbai to oversee reception, communications, and general administration. You will coordinate courier services, support HR, and drive vendor engagements while ensuring orderly office operations and confidentiality.

The role also covers SAP-based billing and stock management, AMC oversight, and event planning to boost employee engagement.

Qualifications

• Bachelor's degree in any discipline.
• 2-5 years in front office, administration, and vendor coordination.
• Proficiency in SAP for billing and stock management.
• MS Office expertise (Word, Excel, PowerPoint, Outlook).
• Excellent communication and interpersonal skills.
• Discreet handling of sensitive information.

Responsibilities

• Greet and assist visitors, clients, and employees professionally.
• Handle calls, emails, and correspondence.
• Maintain reception area and organize documents.
• Manage courier services and vendor coordination.
• Support HR and management with admin tasks.
• Oversee AMC, vendor contracts, and service renewals.
• Plan monthly festival decorations and employee engagement.
• Ensure smooth office operations and facility upkeep.
• Supervise housekeeping staff and security guards.

Skills

Vendor coordination

Communication skills

Organization skills

Confidentiality

Education

Bachelor's degree

Tools

SAP

MS Office

Job description

Front Office & Administrative Management

• Greet and assist visitors, clients, and employees in a professional manner.
• Handle and manage incoming calls, emails, and correspondence.
• Maintain a clean and organized reception area.
• Coordinate and manage courier services (incoming & outgoing).
• Support HR and management with general administrative tasks.

Billing & SAP Management

• Prepare and process invoices, purchase orders, and vendor payments.
• Enter and update data in SAP for billing, procurement, and stock management.
• Maintain records of office expenses and assist in budget tracking.
• Coordinate with the finance team for timely payments and reconciliations.

Inventory & Housekeeping Management

• Monitor housekeeping supplies, stationery, and other office inventory.
• Maintain stock records and ensure timely replenishment.
• Coordinate with vendors for procurement of office supplies and housekeeping materials.
• Ensure proper upkeep and maintenance of office premises.
• Supervise and coordinate tasks of office boys, housekeeping staff, and security guards.

AMC & Vendor Coordination

• Oversee Annual Maintenance Contracts (AMC) for AC, stationery, security, and housekeeping services.
• Ensure timely renewal and servicing of equipment.
• Liaise with vendors to negotiate contracts and service agreements.
• Track vendor performance and resolve any service issues.

Festival Planning & Employee Engagement

• Plan and coordinate monthly festival decorations and activities for employee engagement.
• Organize office celebrations, cultural events, and special occasions.
• Ensure that decorations and event arrangements are done in a timely manner.

General Office & Facility Management

• Ensure smooth daily operations of the office.
• Maintain an efficient document filing system.
• Ensure compliance with office policies and guidelines.
• Address and resolve any facility-related issues.

Key Skills & Qualifications

• Education: Bachelor's degree in any discipline (preferred).
• Experience: 2-5 years in front office, administration, and vendor coordination roles.
• Technical Skills:
  • SAP (Billing & Stock Management)
  • Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
  • Experience in handling invoices, vendor coordination, and AMC management.
• Soft Skills:
  • Excellent communication and interpersonal skills.
  • Highly presentable and professional demeanor.
  • Strong organizational and multitasking abilities.
  • Ability to handle sensitive information with confidentiality.
• Other Requirements:
  • Ability to work independently and take initiative.
  • Strong problem-solving skills and attention to detail.
  • Creative approach to festival decorations and office engagement activities.