Regional Administrative Manager - Mumbai

Job description

Job Description : We are seeking a highly motivated and skilled Business Support / General Administration Specialist to join our team at our Mumbai location . This role requires a dynamic individual with expertise in managing daily office operations, supporting the management team, and overseeing various administrative functions. The ideal candidate should have strong communication skills, problem-solving abilities, and a keen eye for detail to ensure smooth business operations and adherence to company policies. Key Responsibilities : A) General Administration & Office Management : • Oversee daily administrative operations, ensuring the office environment is well-maintained and fully functional. • Manage office facilities, including housekeeping, pantry services, and other day-to-day operations. • Coordinate with internal teams and external vendors to ensure smooth office functioning. B) MIS & Invoice Tracking : • Manage MIS reports and ensure timely, accurate tracking, reporting of administrative expenses & activities. • Handle MMT (MakeMyTrip) travel invoicing, including invoice verification, reconciliation, tracking, and timely submission for processing. • Coordinate with internal stakeholders and travel vendors to resolve invoice discrepancies and ensure closure within timelines C) Vendor & Contract Management : • Manage relationships with external vendors, ensuring service quality and cost optimization. • Handle contract management, including negotiations, renewals, and compliance. • Ensure that all vendor contracts are updated and adhere to company policies and legal requirements. D) People Management : • Manage a team of administrative staff, ensuring high levels of performance and collaboration. • Support employee onboarding, facilities management, and coordination of office-related activities. • Foster a positive and efficient work environment for all employees. E) Compliance, EHS (Environment, Health, and Safety) : • Ensure that the office complies with all organizational policies and legal requirements, including health, safety, and environmental standards. • Act as the point of contact for compliance audits and safety drills. F) Communication & Reporting : • Act as a liaison between the management team and staff, conveying critical information and updates effectively. • Provide solutions and recommendations to management on administrative and operational issues. • Prepare and present regular reports on administration, facilities, and operations to management. G) Stakeholder Management & Reporting: • Coordinate and support business meets, leadership meetings, and engagement activities, ensuring seamless end-to-end arrangements. • Partner with internal stakeholders to understand requirements and deliver timely administrative support. • Plan and coordinate employee engagement activities and business events, including venue, logistics, vendors, and on-ground execution. • Prepare and present regular reports on administrative and operational issues Skills & Qualifications : A) Educational Qualifications : • Preferred: MBA or B-Tech degree from a recognized institution. • Additional certifications in Business Administration, Operations, or Facilities Management is a plus. B) Experience : • Minimum 5-7 years of experience in business support, general administration, or operations management, preferably in a corporate setting. • Strong expertise in MIS, invoice tracking, and vendor management. Key Skills : • Excellent communication skills (both written and verbal) to effectively interact with team members and senior management. • Strong problem-solving abilities, able to identify issues and provide solutions in a timely manner. • Proven experience in managing contracts and vendor relations. • Knowledge of office compliance, EHS regulations, and facilities management. • Strong organizational and time management skills with the ability to multitask and prioritize responsibilities. Personal Attributes : • Proactive, detail-oriented, and self-motivated. • Strong interpersonal skills with the ability to work effectively with cross-functional teams. • Ability to thrive in a fast-paced, dynamic environment. Important Note: Candidate must have completed one year in current organization.