Senior Administration Executive

HVAX Technologies Ltd.; Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

HVAX Technologies Ltd. in Mumbai is seeking an experienced Office Operations Manager to oversee day-to-day activities, streamline workflows, and ensure efficient administrative processes across departments.

The role emphasizes coordinating with vendors, managing facilities, supporting senior management, and maintaining accurate records, with a focus on compliance and workplace safety. The candidate should possess strong organizational skills, attention to detail, and the ability to lead support

Qualifications

• Experience in office administration and facilities management.
• Ability to coordinate with HR, finance, and production teams.
• Strong organizational and detail-oriented skills.
• Vendor management and bill verification experience.

Responsibilities

• Vendor coordination and bill verification.
• Utilities management and support services.
• Employee support and HR coordination.
• Documentation and records maintenance.
• Staff assignment, shift planning, attendance monitoring, and payroll coordination.
• Insurance policy management.
• Government liaisoning and license/ certificate handling.

Skills

Vendor management

Facilities & office management

Payroll coordination

Attendance & scheduling

Cross-functional coordination

Job description

This position is responsible for overseeing office operations, ensuring smooth workflow, managing administrative processes, and supporting senior management. This role requires excellent organizational skills, attention to detail, and the ability to coordinate between different departments efficiently.

1. Vendor & Service Management

Appointment and coordination of vendors: Security, Housekeeping, Transport, Canteen, Maintenance contractors, Service level monitoring and bill verification.

2. Utilities & Support Services

Management of electricity, water, internet, telephones, Transport, parking, and canteen facilities.

3. Employee Support & Coordination

Seating and workplace arrangements, Handling admin-related employee queries, Coordination with HR, finance, and production teams.

4. Documentation & Records

Maintenance of admin records, contracts, AMC files, Licenses, renewals, and statutory displays.

5. Support staff administration Role Assignment & Work Scheduling

Define duties and responsibilities, Shift planning, duty rosters, and attendance system, Attendance & Performance Monitoring, Daily attendance tracking, Monitoring discipline, punctuality, and work quality, Payroll / Payment Coordination, Verification of salary, overtime, and statutory compliance. Grievance Handling & Discipline Management, Address complaints, misconduct, or service issues, Counseling or corrective actions, Training & Safety Orientation, Basic training on job duties, Safety, hygiene, and emergency procedures.

6. Insurance

Insurance Need Identification, Policy Selection & Coverage Planning, Proposal & Documentation, Policy Issuance, Policy Administration, Premium Payment & Renewal, Claim Intimation, Claim Documentation & Processing, Claim Settlement, Review & Improvement.

7. Government Liasoning

Authority Identification, Inspection / Verification Support, Approval / License / Certificate Receipt, Record Maintenance & Reporting.