Associate Admin
Location: Borivali, Mumbai (Walking Distance from Borivali Railway Station)
Working Hours: 10:00 AM – 7:00 PM
Working Days: Monday to Saturday (2nd & 4th Saturday Off)
Employment Type: Full-Time
Position Summary
We are looking for a proactive and detail-oriented Associate Admin to manage day-to-day administrative and facility operations. The role involves coordinating maintenance activities, managing vendors, overseeing housekeeping and security services, maintaining company assets, supporting procurement activities, and ensuring smooth workplace operations.
Key Responsibilities Facility Maintenance & Operations
- Coordinate with AMC vendors for preventive and breakdown maintenance activities.
- Register, track, and follow up on maintenance requests.
- Ensure timely completion of electrical, plumbing, carpentry, and civil work within committed TAT.
- Maintain service records, maintenance logs, and vendor documentation.
- Minimize downtime of office infrastructure and equipment through effective follow-up.
Housekeeping, Stewarding & Security Management
- Verify attendance records of housekeeping, stewarding, and security personnel.
- Ensure adherence to grooming, dress code, and workplace standards.
- Monitor Handover-Takeover Registers and Incident Registers.
- Ensure security SOPs are followed and security rounds are conducted as per schedule.
- Coordinate with service agencies to maintain cleanliness, hygiene, and security standards.
Procurement & Vendor Management
- Source products and services as per organizational requirements.
- Obtain quotations from multiple vendors and prepare comparative statements.
- Coordinate with vendors for timely delivery and service execution.
- Maintain procurement records and vendor databases.
Gate Pass Administration
- Prepare and issue gate passes for visitors, contractors, and material movement.
- Ensure compliance with company security and access procedures.
- Maintain gate pass records and approvals.
Asset Management
- Update and maintain asset registers and asset management records.
- Support asset tagging, barcoding, and physical verification exercises.
- Track movement of assets across departments and locations.
- Ensure proper storage and safekeeping of company assets and materials.
Vehicle Administration
- Assist in vehicle insurance claim registration and settlement.
- Coordinate documentation with insurance companies and service providers.
- Prepare and submit monthly petrol card statements.
- Maintain vehicle-related administrative records.
Administrative Support
- Support office administration and facility-related projects.
- Coordinate with internal stakeholders for operational requirements.
- Perform additional administrative responsibilities as assigned by management.
Key Performance Indicators (KPIs)
- Timely closure of maintenance requests within agreed TAT.
- Minimal downtime of office infrastructure and equipment.
- Accurate attendance verification of outsourced staff.
- Compliance with housekeeping, security, and facility standards.
- Timely procurement and vendor coordination.
- Accuracy of asset records and inventory tracking.
- Timely submission of petrol card statements and insurance-related documentation.
- Adherence to gate pass and security procedures.
Desired Skills & Competencies
- Facility & Administration Management
- Vendor Management
- Procurement & Negotiation
- Asset Management
- MS Excel & Documentation
- Communication & Coordination Skills
- Problem Solving & Decision Making
- Time Management
- Attention to Detail
- Stakeholder Management
Eligibility
- Graduate in any discipline.
- 2 - 3 years of experience in Administration, Facilities, or Office Operations.
- Proficiency in MS Office (Excel, Word, Outlook).
- Good communication and coordination skills.
- Experience in vendor management and facility operations will be preferred.
Pay: ₹20,000.00 - ₹25,000.00 per month
Benefits:
- Cell phone reimbursement
- Paid sick time
- Paid time off
- Provident Fund
Work Location: In person
