Senior Administrator

1Cell.Ai; Mumbai; Presencial; INR 600.000 - 900.000; Jornada completa

Descripción de la vacante

1Cell.Ai is seeking a facilities and administration professional to oversee housekeeping, maintenance, vendor coordination and workplace safety in Mumbai. You will manage seating, space allocation, and minor fitouts while coordinating with IT, HR and external contractors.

Responsibilities cover vendor onboarding, contract renewals, travel bookings, budgeting and reporting. The role demands strong communication, problem-solving and the ability to handle multiple priorities under pressure.

Formación

• 4-6 years of experience in administration, facility management, operations or vendor coordination.
• Bachelor’s degree in Business Administration or Commerce preferred.
• Hands-on experience with vendor coordination, quotation comparison and negotiation.
• Working knowledge of procurement, invoice verification, PO processes and expense tracking.
• Good command of MS Excel / Google Sheets (lookups, pivots, trackers) and reporting.
• Strong communication, follow-through and problem-solving skills, including under pressure.
• Comfortable handling multiple priorities independently and escalating at the right time.

Responsabilidades

• Oversee housekeeping, repairs, pantry, equipment, utilities, power backup, HVAC and common areas.
• Plan preventive maintenance schedules and track AMC renewals so nothing lapses.
• Monitor workplace safety: fire safety equipment, first-aid kits, emergency exits, evacuation drills and security coordination.
• Manage seating plans, space allocation, desk movements and meeting room readiness.
• Handle minor fitouts, repairs and layout changes, coordinating with contractors and landlord or building management.
• Maintain updated vendor database with contracts, rate cards, validity and contact escalation levels.
• Get and compare quotations, and negotiate rates and terms within approved limits.
• Onboard new vendors with required documents (KYC, GST, agreements).
• Track SLA adherence, review vendor performance monthly or quarterly and elevate repeat issues.
• Ensure contracts, AMCs and service agreements are renewed on time.
• Manage stationery, office supplies, inventory and consumables, with minimum stock levels and reorder tracking.
• Handle access cards, visitor management, courier and mail, and company asset tagging.
• Coordinate new-joiner desks, equipment and access with IT and HR, and asset recovery at exit.
• Plan and execute internal events, townhalls, team celebrations and offsites.
• Maintain agreements, licences, statutory registrations and administrative records.
• Manage flight, hotel and local transport bookings, changes and cancellations through our travel platform and agencies.
• Ensure bookings follow approvals and travel policy, and flag exceptions.
• Coordinate visas, travel insurance and urgent/international travel needs as required.
• Verify travel invoices, track travel spends and support monthly reconciliation with Finance.
• Work with travel partners on corporate rates and service issues.
• Maintain trackers for admin, facility, vendor and travel expenses against budget.
• Prepare monthly MIS and cost reports for the manager, with variance explanations.
• Flag overspends, savings opportunities and upcoming renewals early.
• Support annual budget planning with historical data and vendor quotes.

Conocimientos

Vendor coordination

Negotiation

Quotation comparison

MS Excel / Google Sheets

Communication

Problem-solving

Time management

Educación

Bachelor’s degree in Business Administration or Commerce

Herramientas

MS Excel/Sheets

Descripción del empleo

What you’ll do

Facilities and workplace operations

• Oversee housekeeping, repairs, pantry, equipment, utilities, power backup, HVAC and common areas
• Plan preventive maintenance schedules and track AMC renewals so nothing lapses
• Monitor workplace safety: fire safety equipment, first-aid kits, emergency exits, evacuation drills and security coordination
• Manage seating plans, space allocation, desk movements and meeting room readiness
• Handle minor fitouts, repairs and layout changes, coordinating with contractors and landlord or building management

Vendor management

• Maintain an updated vendor database with contracts, rate cards, validity and contact escalation levels
• Get and compare quotations, and negotiate rates and terms within approved limits
• Onboard new vendors with the required documents (KYC, GST, agreements)
• Track SLA adherence, review vendor performance monthly or quarterly and elevate repeat issues
• Make sure contracts, AMCs and service agreements are renewed on time

General administration

• Manage stationery, office supplies, inventory and consumables, with minimum stock levels and reorder tracking
• Handle access cards, visitor management, courier and mail, and company asset tagging
• Coordinate new-joiner desks, equipment and access with IT and HR, and asset recovery at exit
• Plan and execute internal events, townhalls, team celebrations and offsites
• Maintain agreements, licences, statutory registrations and administrative records

Travel management

• Manage flight, hotel and local transport bookings, changes and cancellations through our travel platform and agencies
• Make sure every booking follows approvals and travel policy, and flag exceptions
• Coordinate visas, travel insurance and urgent or international travel needs as required
• Verify travel invoices, track travel spends and support monthly reconciliation with Finance
• Work with travel partners on corporate rates and service issues

Budgeting, cost tracking and reporting

• Maintain trackers for admin, facility, vendor and travel expenses against budget
• Prepare monthly MIS and cost reports for the manager, with variance explanations
• Flag overspends, savings opportunities and upcoming renewals early
• Support annual budget planning with historical data and vendor quotes

What we’re looking for

• 4-6 years of experience in administration, facility management, operations or vendor coordination
• Bachelor’s degree in any discipline (Business Administration or Commerce preferred)
• Hands-on experience with vendor coordination, quotation comparison and negotiation
• Working knowledge of procurement, invoice verification, PO processes and expense tracking
• Good command of MS Excel / Google Sheets (lookups, pivots, trackers) and reporting
• Basic understanding of workplace safety and statutory compliance
• Strong communication, follow-through and problem-solving skills, including under pressure
• Comfortable handling multiple priorities independently and escalating at the right time