Career Details

Job Summary:

The Senior Executive – Administration is responsible for managing day-to-day office operations, vendor coordination, facilities management, and supporting the accounts payable process by ensuring accurate and timely submission of vendor invoices for payment. The role requires a high level of organization, attention to detail, and coordination with both internal departments and external vendors. The position also requires a willingness to work flexible hours as needed and the flexibility to undertake client assignments at client locations.

Key Responsibilities:

·         Office Management & Facility Support

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

o   Supervise front-desk activities, security, and overall office upkeep.

o   Coordinate repair and maintenance activities with vendors and building management.

o   Monitor inventory of office supplies and ensure timely procurement.

·         Vendor & Contract Management

o   Manage vendor relationships, including AMCs and service contracts (housekeeping, pest control, office equipment, etc.)

o   Negotiate service agreements and ensure all vendor documentation is up-to-date.

o   Maintain detailed records of contracts, service performance, and renewals.

·         Accounts Payable Coordination

o   Collect and verify vendor invoices against services delivered or purchase orders.

o   Ensure completeness of supporting documents and adherence to internal policies.

o   Process and submit verified invoices to the Accounts/Finance team for timely payments.

o   Follow up on payment status and maintain vendor communication to ensure transparency.

o   Assist in resolving invoice or payment discrepancies in coordination with vendors and accounts team.

·         Travel & Logistics

o   Arrange domestic and international travel including flight bookings, hotel accommodations, and transport.

o   Ensure adherence to travel policies and assist with related expense tracking.

o   Support planning and logistics for corporate events, team off-sites, and meetings.

·         Compliance & Documentation

o   Maintain up-to-date records of office lease, insurance, licenses, and compliance certificates.

o   Support statutory and internal audits by providing necessary documentation.

o   Ensure compliance with safety, health, and fire regulations.

·         Employee & Interdepartmental Support

o   Assist with new employee onboarding (ID creation, workstation setup, welcome kits).

o   Act as a point of contact for employee administrative queries.

o   Communicate key facility updates and coordinate internal logistics.

Requirements:

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

·         Proficiency in MS Office tools:

o   Excel – for data tracking, vendor invoice logs, and reporting

o   Word – for drafting 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 deadlines effectively.

Desirable Skills:

·         Knowledge of invoice processing and basic understanding of accounting entries.

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

·         Exposure to compliance requirements, vendor audits, and documentation standards.

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

·         Flexibility to work on client assignments at client locations.