Senior Administration Executive

SEA Consortium Shipping India; Mumbai; On-site; INR 400,000 - 700,000; Full time

Job summary

SEA Consortium Shipping India in Mumbai is seeking an experienced Administrative Operations professional to manage comprehensive office support and travel logistics for staff and visitors, including visa processing, flights, and hotels. You will draft letters and coordinate on-site services, ensuring smooth daily operations.

The role requires a BA degree and 3–7 years in admin roles, strong MS Excel skills, and excellent organization, communication, and confidentiality.

Qualifications

• Bachelor's degree in Business Administration, Management, or related field.
• 3-7 years of experience in an administrative or office support role.
• Strong proficiency in MS Excel and MS Office Suite.

Responsibilities

• Administrative Operations
• Manage comprehensive travel logistics for employees and international visitors, including visa processing, flight bookings, and hotel reservations.
• Draft essential travel documentation, such as covering letters and official invitation letters.
• Coordinate local transportation and car hire services for visiting delegates.
• Oversee the design, printing, and issuance of corporate identity materials, including visiting cards, ID cards, and company letterheads.
• Manage the procurement and inventory of office stationery and pantry supplies, ensuring optimal stock levels to prevent service interruptions.
• Act as the primary point of contact for vendors, negotiating service agreements and managing AMCs for office equipment.
• Monitor daily cleaning and hygiene schedules to maintain high workplace standards.
• Supervise pantry operations and housekeeping team performance.
• Coordinate with technicians for prompt repairs and maintenance of office infrastructure.
• Ensure strict compliance with safety norms, including fire safety and emergency equipment checks.
• Coordinate with branch offices to reconcile temporary staff attendance, ensuring timely salary processing and payment of payroll invoices.
• Lead planning and execution of office decorations for festivals, birthdays, and corporate events.

Skills

Organization

Communication skills

Interpersonal skills

Confidentiality

Vendor management

Education

Bachelor's degree in Business Administration

Tools

MS Excel

MS Office Suite

Job description

Role and Responsibilities:

• Administrative Operations
• Manage comprehensive travel logistics for employees and international visitors, including visa processing, flight bookings, and hotel reservations.
• Draft essential travel documentation, such as covering letters and official invitation letters.
• Coordinate local transportation and car hire services for visiting delegates.
• Oversee the design, printing, and issuance of corporate identity materials, including visiting cards, ID cards, and company letterheads.
• Manage the procurement and inventory of office stationery and pantry supplies, ensuring optimal stock levels to prevent service interruptions.
• Act as the primary point of contact for vendors, negotiating service agreements and managing Annual Maintenance Contracts (AMCs) for office equipment.
• Monitor daily cleaning and hygiene schedules to maintain high workplace standards.
• Supervise pantry operations and housekeeping team performance.
• Coordinate with technicians for prompt repairs and maintenance of office infrastructure.
• Ensure strict compliance with safety norms, including regular checks of fire safety and emergency equipment.
• Coordinate with branch offices to reconcile temporary staff attendance, ensuring timely salary processing and the prompt settlement of payroll invoices
• Lead the planning and execution of office decorations for festivals, birthdays, and corporate events, fostering a vibrant office culture.

Requirements:

• Bachelors degree in Business Administration, Management, or a related field.
• 3-7 years of experience in an administrative or office support role.
• Strong proficiency in MS Excel (including pivot tables and VLOOKUPs).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational, communication, and interpersonal skills.
• Ability to handle multiple tasks, prioritize effectively, and maintain confidentiality.
• Experience in vendor management and office administration is preferred.

Personal characteristics:

• Accuracy in managing admin records.
• High level of integrity and confidentiality while performing duties.
• Switches seamlessly between urgent admin tasks.
• Good communication skills for reporting and coordination.
• Spirit of being a team player.

Note: We need an Immediate joiner for this role.