Career Details

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JobSummary:

The Senior Executive – Administration is responsible for managingday-to-day office operations, vendor coordination, facilities management, andsupporting the accounts payable process by ensuring accurate and timelysubmission of vendor invoices for payment. The role requires a high level oforganization, attention to detail, and coordination with both internaldepartments and external vendors. The position also requires a willingness towork flexible hours as needed and the flexibility to undertake client assignmentsat client locations.

Key Responsibilities:

·        Office Management & Facility Support

o   Oversee thesmooth functioning of daily office operations (housekeeping, pantry,stationery, courier, etc.)

oSupervisefront-desk activities, security, and overall office upkeep.

oCoordinaterepair and maintenance activities with vendors and building management.

oMonitorinventory of office supplies and ensure timely procurement.

·        Vendor & Contract Management

o   Manage vendorrelationships, including AMCs and service contracts (housekeeping, pestcontrol, office equipment, etc.)

oNegotiateservice agreements and ensure all vendor documentation is up-to-date.

oMaintaindetailed records of contracts, service performance, and renewals.

·        Accounts Payable Coordination

oCollect andverify vendor invoices against services delivered or purchase orders.

oEnsurecompleteness of supporting documents and adherence to internal policies.

oProcess andsubmit verified invoices to the Accounts/Finance team for timely payments.

oFollow up onpayment status and maintain vendor communication to ensure transparency.

oAssist inresolving invoice or payment discrepancies in coordination with vendors andaccounts team.

·        Travel & Logistics

oArrangedomestic and international travel including flight bookings, hotelaccommodations, and transport.

oEnsureadherence to travel policies and assist with related expense tracking.

oSupportplanning and logistics for corporate events, team off-sites, and meetings.

·        Compliance & Documentation

oMaintainup-to-date records of office lease, insurance, licenses, and compliancecertificates.

oSupportstatutory and internal audits by providing necessary documentation.

oEnsurecompliance with safety, health, and fire regulations.

·        Employee & Interdepartmental Support

oAssist withnew employee onboarding (ID creation, workstation setup, welcome kits).

oAct as apoint of contact for employee administrative queries.

oCommunicatekey facility updates and coordinate internal logistics.

Requirements:

·        4–6 years of experience in office administration with exposure toaccounts payable processes.

·        Proficiency in MS Office tools:

o   Excel – fordata tracking, vendor invoice logs, and reporting

o   Word – fordrafting communications, documentation, and policy updates

o   PowerPoint –for preparing administrative presentations and reports

·        Strong coordination, documentation, and communication skills.

·        Ability to multitask, work independently, and manage deadlineseffectively.

DesirableSkills:

·        Knowledge of invoice processing and basic understanding ofaccounting entries.

·        Experience in managing admin and accounts payable responsibilitiesin a mid-to-large corporate setup.

·        Exposure to compliance requirements, vendor audits, anddocumentation standards.

·        Willingness to work flexible hours as required by the role.

·        Flexibility to work on client assignments at client locations.