Office Administration Coordinator

Job Description

Job Description – Executive – Administration
Job Title

Executive – Administration

Industry

Mutual Fund / Financial Services

Employment Type

Full-Time

Experience Required

1–3 Years

Educational Qualification

Bachelor’s Degree

Job Summary

Our client in the Mutual Fund industry is looking for an Executive – Administration to support administrative operations across offices and branches nationwide. The role involves office administration, facility management, travel coordination, vendor management, statutory compliance, asset management, and event coordination while ensuring smooth day-to-day business operations.

Key Responsibilities
Office & Branch Administration
Provide administrative support to corporate offices and branches across the country.
Coordinate with branch teams to ensure smooth administrative operations.
Address day-to-day administrative requirements efficiently.
Office Infrastructure & Interior Coordination
Liaise with architects for office interior planning and execution.
Coordinate civil and interior work to ensure timely completion.
Support office infrastructure setup and modifications.
Government & Regulatory Coordination
Coordinate with government authorities to obtain necessary work permissions.
Ensure compliance with statutory requirements related to office operations.
Facilitate approvals for interior and civil works.
Management Information System (MIS)
Update and maintain administrative MIS reports regularly.
Prepare reports and administrative documentation.
Track administrative activities and records accurately.
Facility Management
Supervise repair and maintenance activities.
Ensure office infrastructure remains operational.
Coordinate with service providers for maintenance requirements.
AMC (Annual Maintenance Contract) Management
Renew and monitor AMC contracts for:
Air Conditioning (AC)
Fire Alarm System (FAS)
EPABX
CCTV
Other office equipment
Ensure renewals are completed before expiry.
Fire & Safety Management
Monitor the proper functioning of:
Fire extinguishers
Water sprinkler systems
Fire alarm systems
Ensure compliance with workplace safety standards.
Travel Management
Coordinate employee travel through third-party vendors.
Arrange:
Air tickets
Hotel bookings
Car rentals
Visa processing (where applicable)
Asset Management
Maintain accurate records of company assets.
Implement and monitor asset tagging systems.
Track asset allocation and inventory.
Mobile Device Management
Allocate company mobile phones and SIM cards.
Maintain records as per company policies.
Manage inventory and usage.
Event Coordination
Organize and coordinate:
Employee picnics
Office events
Corporate parties
Conferences
Coordinate logistics and vendor support.
Lease & Contract Management
Monitor lease agreements.
Ensure lease renewals are completed before expiry.
Track contract validity and renewal schedules.
Statutory Compliance
Ensure Shop & Establishment registrations are obtained within the required timelines.
Display all mandatory statutory certificates and compliance documents in common office areas.
Maintain compliance records for audits.
Stakeholder Coordination
Collaborate with department heads to understand administrative requirements.
Coordinate with vendors, contractors, and service providers.
Ensure effective communication among internal and external stakeholders.
Required Skills
Administrative Skills
Administrative Management
Office Administration
Facility Management
Vendor Management
Travel Coordination
Asset Management
Lease Management
Contract Administration
Documentation
MIS Reporting
Technical Knowledge
Administrative Policies & Procedures
Statutory Compliance
Government Liaison
Office Maintenance
Fire & Safety Systems
AMC Management
Required Qualifications
Bachelor’s Degree.
1–3 years of experience in administrative management.
Required Soft Skills
Excellent organizational skills.
Strong problem-solving abilities.
Good communication and interpersonal skills.
Time management.
Attention to detail.
Coordination and multitasking skills.
Ability to work with cross-functional teams.
Preferred Candidate Profile

The ideal candidate should have:

Experience handling office administration and facilities.
Knowledge of statutory and compliance requirements.
Experience managing vendors and maintenance contracts.
Strong documentation and reporting skills.
Ability to coordinate with government authorities and third-party service providers.
Experience organizing corporate events and employee engagement activities.
How to Apply

Interested candidates can send their updated resume to:

Email: anita.kulkarni@talentcorner.in