Administration

About Company

Headquartered in Mumbai, The company is an asset management platform that oversees an industry-leading portfolio of over 20 million square feet of Grade A commercial assets. Their extensive property portfolio spans key markets across India, including Mumbai, Delhi, Bangalore, Chennai, and Ahmedabad. They take pride in our exceptional portfolio and strategic presence in these vital cities.

Job Description

Job Description:

Travel (Air, hotels and cab booking): 
• Manage end-to-end travel arrangements for senior leadership and business-critical travel, including air, hotel, 
and ground transportation.
• Maintain credible offline travel partners with multiple vendor options at all times to ensure service continuity.
• Ensure cost optimization, track travel spend, vendor performance, and savings initiatives, and maintain MIS.
• Coordinate with internal and external stakeholders for timely invoicing, reconciliations, and payment processing 
of travel-related expenses.
• Maintain comprehensive records of all travel bookings, invoices, and related documents.

Inventory Management:
• Maintain accurate records of office inventory and assets.
• Implement asset tracking, allocation, and lifecycle management processes.
• Ensure optimal utilization, timely replenishment, and replacement of inventory.
• Conduct periodic physical verification and reconciliation with records.

Office Infrastructure & Maintenance:
• Manage end-to-end office infrastructure, ensuring seamless day-to-day operations.
• Oversee preventive and corrective maintenance of office facilities, utilities, and equipment.
• Coordinate with facility vendors to ensure minimal downtime and adherence to service standards.
• Conduct regular inspections of office infrastructure and assets, proactively identifying improvement areas and 
ensuring compliance.
• Establish and maintain structured documentation and records for office maintenance activities, including 
maintenance logs, vendor contracts, budgets, registers, and event-related records, enabling traceability and 
continuous improvement.
• Ensure office premises remain safe, compliant at all times.

Vendor Management:
• Identify, onboard, and manage credible vendors across all administration categories.
• Develop and maintain strong relationships with all vendors.
• Maintain backup vendor options for all critical services to ensure uninterrupted operations.
• Manage vendor contracts, SLAs, renewals, and negotiations.
• Monitor, evaluate, and manage vendor performance through regular reviews and performance metrics to assess 
service quality, cost efficiency, and compliance.
• Proactively identify, address, and resolve any issues or disputes with vendors, leveraging negotiation and conflict 
resolution skills to maintain smooth operations.
• Collaborate with internal stakeholders to assess vendor requirements, drive continuous improvement, and 
explore opportunities for cost optimization and enhanced service quality.

Budget and Expense Management:
• Prepare, monitor, and control administration budgets in coordination with Finance.
• Track expenses, invoices, and payments through SAP, ensuring timely closures.
• Identify cost-saving opportunities and ensure spends align with approved budgets.
• Support audits through accurate documentation and MIS reporting.

Event Management:
• Assist in organizing and coordinating office engagement events such as Offsite, Townhalls, Training programs, 
Celebrations, Meetings, and conferences.
• Maintain a database of event planner, travel vendors, menus, snacks, and other service providers.
• Ensure all logistical arrangements are in place for such events, including vendor selection, catering, seating, 
travel and technical arrangements.
• Post-event reconciliation of invoices and expense tracking.
Process Excellence & Continuous Improvement
• Drive process improvements and adoption of market best practices in office administration.
• Develop and maintain SOPs for administration, travel, vendors, and inventory processes.
• Introduce automation, trackers, and dashboards to improve efficiency and governance.
• Monitor adherence to processes and proactively address gaps.

Team Management:
• Ensure that administrative executives across India consistently deliver a positive and efficient office 
infrastructure and experience.
• Oversee and manage the performance of third-party teams, ensuring smooth office operations across various 
locations through effective training, attendance, and leave management.
Deliver the role in alignment with the Environmental, Social, and Governance (ESG) framework, including Health and 
Safety (EHS).

Role Requirements:
Education Qualification Bachelor’s in any discipline
Work Experience 8+ years of relevant experience in media, hospitality and travel industry

Skills Required
• Proficient in SAP, MS Office suite (MS Excel, Outlook)
• Good written and spoken communication skills
• Interpersonal skills.
• Displaying high ownership and effective team player
• Customer Service Orientation
• Must have the ability to handle multiple deliverables /projects at the same time 
through planning and project management approach

Mandatory Requirement

Primary Job Profile : Admin

Technical Skills : Vendor mgmt, Event Management, Calendar & Schedule Management

Candidate Industry Requirement: Hospitality

Candidate Location Requirement: Mumbai

Join Community

Join our HR - Generalist, Operations & Compliance - West India to get notified about updates and career opportunities