Regional Administrative Manager - Mumbai

Kia India; Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

Kia India in Mumbai seeks a motivated Business Support / General Administration Specialist to manage daily office operations, support leadership, and oversee administrative functions.

The ideal candidate will have strong communication and problem-solving skills, with experience in MIS, invoicing, contract and vendor management, onboarding, and ensuring compliance with EHS standards. One year in current role required.

Qualifications

• MBA or BTech from a recognized institution.
• Certifications in Business Administration, Operations, or Facilities Management are a plus.
• Minimum 5–7 years in business support, general administration, or operations management, preferably in a corporate setting.
• Strong expertise in MIS, invoice tracking, and vendor management.

Responsibilities

• Oversee daily administrative operations the office environment to be well-maintained and fully functional.
• Manage office facilities, including housekeeping, pantry services, and other day-to-day operations.
• Coordinate with internal teams and external vendors for smooth office functioning.
• Handle MIS reports and ensure timely, accurate tracking and reporting of administrative expenses and activities.
• Coordinate with travel vendors for MakeMyTrip invoicing, verification, reconciliation, and timely submission.
• Manage vendor contracts, including negotiations, renewals, and ensuring compliance with company policies.

Skills

Communication

Problem-solving

Vendor management

Contract management

EHS knowledge

Facilities management

Organizational skills

Education

MBA

B Tech

Certifications in Admin/Operations

Tools

MS Office

Job description

We are seeking a highly motivated and skilled Business Support / General Administration Specialist to join our team at our Mumbai location.

This role requires a dynamic individual with expertise in managing daily office operations, supporting the management team, and overseeing various administrative functions. The ideal candidate should have strong communication skills, problem-solving abilities, and a keen eye for detail to ensure smooth business operations and adherence to company policies.

Key Responsibilities

A) General Administration & Office Management

• Oversee daily administrative operations, ensuring the office environment is well-maintained and fully functional.
• Manage office facilities, including housekeeping, pantry services, and other day-to-day operations.
• Coordinate with internal teams and external vendors to ensure smooth office functioning.

B) MIS & Invoice Tracking

• Manage MIS reports and ensure timely, accurate tracking, reporting of administrative expenses & activities.
• Handle MMT (MakeMyTrip) travel invoicing, including invoice verification, reconciliation, tracking, and timely submission for processing.
• Coordinate with internal stakeholders and travel vendors to resolve invoice discrepancies and ensure closure within timelines
• Manage relationships with external vendors, ensuring service quality and cost optimization.
• Handle contract management, including negotiations, renewals, and compliance.
• Ensure that all vendor contracts are updated and adhere to company policies and legal requirements.

D) People Management

• Manage a team of administrative staff, ensuring high levels of performance and collaboration.
• Support employee onboarding, facilities management, and coordination of office-related activities.
• Foster a positive and efficient work environment for all employees.

E) Compliance, EHS (Environment, Health, and Safety)

• Ensure that the office complies with all organizational policies and legal requirements, including health, safety, and environmental standards.
• Act as the point of contact for compliance audits and safety drills.

F) Communication & Reporting

• Act as a liaison between the management team and staff, conveying critical information and updates effectively.
• Provide solutions and recommendations to management on administrative and operational issues.
• Prepare and present regular reports on administration, facilities, and operations to management.

G) Stakeholder Management & Reporting:

• Coordinate and support business meets, leadership meetings, and engagement activities, ensuring seamless end-to-end arrangements.
• Partner with internal stakeholders to understand requirements and deliver timely administrative support.
• Plan and coordinate employee engagement activities and business events, including venue, logistics, vendors, and on-ground execution.
• Prepare and present regular reports on administrative and operational issues

Skills & Qualifications

A) Educational Qualifications

• Preferred: MBA or B-Tech degree from a recognized institution.
• Additional certifications in Business Administration, Operations, or Facilities Management is a plus.
• Minimum 5-7 years of experience in business support, general administration, or operations management, preferably in a corporate setting.
• Strong expertise in MIS, invoice tracking, and vendor management.

Key Skills

• Excellent communication skills (both written and verbal) to effectively interact with team members and senior management.
• Strong problem-solving abilities, able to identify issues and provide solutions in a timely manner.
• Proven experience in managing contracts and vendor relations.
• Knowledge of office compliance, EHS regulations, and facilities management.
• Strong organizational and time management skills with the ability to multitask and prioritize responsibilities.

Personal Attributes

• Proactive, detail-oriented, and self-motivated.
• Strong interpersonal skills with the ability to work effectively with cross-functional teams.
• Ability to thrive in a fast-paced, dynamic environment.

Important Note: Candidate must have completed one year in current organization.