administration officer in mumbai

randstad india
position type
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mumbai, maharashtra
Oil, Gas, Power & Energy
position type
reference number
randstad india

job description

administration officer in mumbai



The Administration Officer, -Global Projects (GP) , Mumbai position is responsible for managing the functions of the Office Administration, Travel Administration,

Procurement process including SAP PR / PO Process, Invoice processing, Time writing and Vendor Management in the GP Mumbai department -.




  1. Coordinating with all Vendors- like housekeeping, ,Electrician, Plumber, HVAC, Firefighting equipment, Groceries and stationary - etc. to ensure smooth functioning of the office. If required co-ordinate with the supervisors to resolve issues if any.
  2. Responsible for Time writing  / Time keeping process  including cost charge out and meeting the set KPI’s
  3. Responsible for maintaining all the statutory approvals
  4. Responsible for maintaining and updating the CDA records
  5. Responsible for all maintenance of facility/infrastructure -
  6. Working on SAP for procurement Process -including PR / PO process and Invoice processing
  7. Handling day to day - miscellaneous -activities of office administration
  8. Taking care of Transport/Travel arrangements/Visa related support to employees
  9. Handling Housekeeping/Security/Cafeteria/Stationery
  10. Checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies.
  11. Taking care of operational activities & interacting with employees
  12. Assist with day-to-day housekeeping operations which can include the schedule of daily, weekly & monthly cleaning.
  13. Giving training to housekeeping support staff to enhance their skills.
  14. Coordinate with third party vendor for any gap to fulfill the requirements.
  15. Sending daily/monthly reports
  16. Attend staff meetings, training, and workshops as scheduled
  17. Maintaining Admin MIS & Budget.
  18. Keeping track of Invoices and maintaining records related to contractor and respective vendors
  19. Coordinating with Accounts Dept for processing of invoices and other related activities





Graduation from reputed Institute

Proficient in use of Microsoft Office suite including but not limited to MS word, MS Excel, MS Access. Higher proficiency in  MS Excel including use of macros. SAP knowledge preferred.


Work Experience:

Minimum 10 years of experience in handling diverse functions in Office Administration.


Functional Competencies

  • Vendor Management
  • Negotiation Skills
  • Time Management        
  • Workload Management Planning & Scheduling
  • Effective Communication skills
  • Detail Oriented
  • Interdepartmental Coordination



Knowledge of English, Hindi and Marathi (local state language)


LYB Competencies:


1.                   Instill Trust & Exemplifies Integrity: Gaining the confidence and trust of others through honesty, integrity,

       and authenticity.

2.                   Demonstrates Courage: Stepping up to address difficult issues, saying what needs to be said, acting with

       integrity, doing what is right.

3.                   Customer Focus: Building strong customer relationships and delivering customer-centric solutions.

      Focuses on internal and external customers.

4.                   Collaborates: Building partnerships and working collaboratively with others to meet shared objectives,

       within and across functions.

5.                   Drive Results: Consistently achieving results, even under tough circumstances.

6.                   Ensures Accountability: Holding self and others accountable to meet commitments.

7.                   Building Effective Team: Building strong-identity teams that apply their diverse skills and perspectives to

             achieve common goals.

8.                   Cultivates Innovation: Creating new and better ways for the organization to be successful. Uses lateral

       thinking. Questions the status quo.


Administration officer