Job Description
• Position- Assistant Manager- Administration
• Location- Mumbai
• Relevant Exp- 6-8 Years
• Qualification - Graduate
• Reporting to- Admin Manager
Administrative Support : The JD of the candidate would include, but would not be limited to, the following :
• Facility Management:
Oversee the day-to-day operations of the branch offices, Mumbai, Kolkata and Chennai. Ensuring a smooth and efficient working office.
Office Up-keep : Repair and Maintenance of the Branch offices
Ordering Pantry and Housekeeping supplies and always maintaining adequate inventory.
5S Management of the Branch offices.
Vendor Management at the branch offices.
Ensure smooth network working in branch offices and coordinate with vendor.
• Invoice Management
Oversee billing processes, prepare invoices, and follow up on outstanding payments.
Answerable for all queries related to invoices raised.
• Expense Reporting:
Manage and reconcile expense reports, ensuring timely and accurate submissions.
• Budgeting:
Assist in preparing and managing the branch budget.
Ensuring all expenses are within the allocated budget.
• New Joinee Requirements:
Assist with the settling-in for new joinee in branch locations. Coordinate for his seat allocation, basic office requirements and meeting with branch Admin SPOCs.
Book hotel for New Joinee.
Book air-ticket and hotel arrangements.
• Housekeeping Staff Records:
Maintain and update Housekeeping employee records, including attendance, leave, and performance evaluations.
• Training and Meeting Coordination:
Assist branch training/meeting sessions at branch locations.
Ensure all meeting requirements are taken care of.
• Internal Customer Service
Serve as the primary point of contact for internal staff, addressing inquiries and resolving issues promptly.
• Inventory Management:
Monitor and manage office supplies and inventory.
Assist in Fixed Asset tagging at branch locations.
Checking the expiry, usage and life of inventory.
• Compliance:
Ensure the branch operates in compliance with company policies, procedures, and regulations.
Keep the notice boards updated at all time.
Handle issues and queries in same regard.
• Reports and Documentation
Monthly Management report for branch offices
Travel report
Data card report
Consolidation of data at branch offices required by HQ
• Travel Management
Assisting in travel bookings for flights and hotels when travel portal is not working.
Adding or deleting new joinee in travel portals.
Timely submission of bills and coordination and follow up with approvers and finance team.
Make sure the travel wallet is loaded with adequate money for booking.
• Branch Events
Manage requirements related to branch offices.
• Ensure the event is well organised and well executed.
• Location- Mumbai
• Relevant Exp- 6-8 Years
• Qualification - Graduate
• Reporting to- Admin Manager
Administrative Support : The JD of the candidate would include, but would not be limited to, the following :
• Facility Management:
Oversee the day-to-day operations of the branch offices, Mumbai, Kolkata and Chennai. Ensuring a smooth and efficient working office.
Office Up-keep : Repair and Maintenance of the Branch offices
Ordering Pantry and Housekeeping supplies and always maintaining adequate inventory.
5S Management of the Branch offices.
Vendor Management at the branch offices.
Ensure smooth network working in branch offices and coordinate with vendor.
• Invoice Management
Oversee billing processes, prepare invoices, and follow up on outstanding payments.
Answerable for all queries related to invoices raised.
• Expense Reporting:
Manage and reconcile expense reports, ensuring timely and accurate submissions.
• Budgeting:
Assist in preparing and managing the branch budget.
Ensuring all expenses are within the allocated budget.
• New Joinee Requirements:
Assist with the settling-in for new joinee in branch locations. Coordinate for his seat allocation, basic office requirements and meeting with branch Admin SPOCs.
Book hotel for New Joinee.
Book air-ticket and hotel arrangements.
• Housekeeping Staff Records:
Maintain and update Housekeeping employee records, including attendance, leave, and performance evaluations.
• Training and Meeting Coordination:
Assist branch training/meeting sessions at branch locations.
Ensure all meeting requirements are taken care of.
• Internal Customer Service
Serve as the primary point of contact for internal staff, addressing inquiries and resolving issues promptly.
• Inventory Management:
Monitor and manage office supplies and inventory.
Assist in Fixed Asset tagging at branch locations.
Checking the expiry, usage and life of inventory.
• Compliance:
Ensure the branch operates in compliance with company policies, procedures, and regulations.
Keep the notice boards updated at all time.
Handle issues and queries in same regard.
• Reports and Documentation
Monthly Management report for branch offices
Travel report
Data card report
Consolidation of data at branch offices required by HQ
• Travel Management
Assisting in travel bookings for flights and hotels when travel portal is not working.
Adding or deleting new joinee in travel portals.
Timely submission of bills and coordination and follow up with approvers and finance team.
Make sure the travel wallet is loaded with adequate money for booking.
• Branch Events
Manage requirements related to branch offices.
• Ensure the event is well organised and well executed.
💡 Quick Summary
Seeking a career-building opportunity? The Senior Administrative Assistant position is now open for candidates interested in the Helper Jobs sector. This role in Mumbai offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Helper Jobs is a plus.