JOB DESCRIPTION — ADMINISTRATION EXECUTIVE
Job Title
Administration Executive
Department
Administration
Experience
6 to 12 Years
Location
Thane, Maharashtra
Reports To
Director / Management
ABOUT THE COMPANY
APICES Studio Pvt. Ltd. is a Mumbai-based Design Organisation engaged in the professional practice of Architecture, Planning, Consultancy and Engineering Services. With a growing team of 150–200 professionals, the firm undertakes a wide spectrum of architectural and planning projects across India.
KEY RESPONSIBILITIES
1. Facility Management
- Conduct regular facility inspections; ensure timely resolution of maintenance issues and service requests. Coordinate repairs, upkeep, and refurbishment activities across office locations
- Manage and oversee all Annual Maintenance Contracts (AMCs) for office equipment and infrastructure proactively.
- Procure furniture, mobiles, office equipment, and stationery; manage new office set-up at various locations.
- Analyse utility bills (electricity, internet, etc.) and recommend energy efficiency measures.
- Budget office facility expenses and continuously identify cost-saving opportunities.
- Setting up new offices as per business needs and complete administrative management of those offices
- Office asset management across all location and its audit on time to time basis.
- Rent agreements, coordination with owners etc
2. Vendor Management
- Identify, evaluate, and on-board vendors for office services, supplies, and infrastructure.
- Obtain a minimum of three competitive quotes for all purchases.
- Monitor vendor performance and maintain healthy working relationships with service providers.
- Conduct periodic vendor analysis for quality, cost-effectiveness, and reliability.
3. Travel & Logistics
- Manage the travel desk — arrange and coordinate outstation travel and hotel bookings for all staff.
- Ensure cost-effective travel solutions without compromising employee comfort and safety.
- Handle inward and outward correspondence (physical and digital).
- Arrange guest meals, refreshments, and hospitality logistics for meetings and visits.
4. Employee Engagement & Events
- Coordinate employee engagement activities such as celebrations, festivals, and team events with the Quorum and HR teams, including event planning, venue and vendor coordination, budget management, procurement of event material, other logistics, communication, and overall administrative support.
5. Data Management & Reporting
- Maintain accurate and up-to-date data entries for all administrative activities.
- Prepare and present management reports as required by Directors or senior leadership.
- Manage records, files, and documentation in an organised and retrievable manner.
6. Managing Housekeeping and other office staff
KRAs
- Facility and AMC management for all the offices across different location
- Travel desk and logistics coordination with minim TAT and in budgeted manner
- Cost analysis and budget management
- Strong multitasking ability
- Proactive problem-solving attitude
- Ability to work under pressure and meet deadlines
QUALIFICATIONS & EXPERIENCE
- Graduate in any discipline; degree/diploma in Business Administration or Office Management preferred.
- Minimum 6 to 12 years of experience in an administrative or office management role.
In case this opportunity interests you, you may share your resume along with softcopy of your portfolio to [email protected] or 73042 07381
Regards,
HR | APICES Studio Pvt Ltd
Pay: ₹25,000.00 - ₹45,000.00 per month
Work Location: In person
