1. Role Executive, Administration
2. Program Administration
3. Location Mumbai
5. Reporting to Head, Project Management Group
Role Overview:
The Executive, Administration is responsible for driving efficient administrative operations through robust planning,
budget management, financial oversight, vendor governance, and procurement coordination. The role requires
...
planning and monitoring of the annual administration budget, validating vendor invoices, exercising expenditure
control and managing the end-to-end purchase requisition process.
Key Responsibilities:
1. Annual Budget Planning & Financial Management
* Preparation of the Annual Administration Budget.
* Monitor actual spending against approved budgets and maintain budget utilization trackers.
* Conduct monthly budget variance analysis.
* Prepare financial reports for management review.
* Recommend cost optimization initiatives without compromising operational efficiency.
2. Billing & Invoice Management
* Review, verify, and reconcile invoices received from vendors.* Ensure invoices comply with contractual terms, approved purchase orders, statutory documents, tax-
related requirements, agreed commercial rates and resolve invoice discrepancies, if any.* Monitor recurring monthly invoices and payments.
3. Purchase Requisition & Procurement Coordination
* Identify procurement requirements based on operational needs and approved budgets.
* Raise Purchase Requisitions with complete technical and commercial details.
* Coordinate with Procurement for vendor quotations and evaluation when required.
* Follow up on pending purchase requests to ensure timely delivery of goods and services.
4. Vendor Management
* Evaluate vendor performance against Service Level Agreements.
* Participate in vendor selection and onboarding processes.
* Monitor contract validity and initiate renewal processes before expiry.
* Maintain updated vendor databases and documentation.
5. Administrative Operations
* Oversee day-to-day office administration activities for smooth functioning of office facilities.
* Coordinate maintenance of office infrastructure and equipment.
* Supervise housekeeping, security, reception, pantry, and facility service providers.
* Monitor inventory of office supplies and consumables.
* Ensure preventive maintenance schedules are followed.
6. Contract & AMC Management
* Maintain records of all vendor contracts and Annual Maintenance Contracts.
* Monitor contract expiry dates and renewal schedules.
* Maintain compliance with contractual obligations.
Stakeholders
Relationship (within organization) Theme & Function Heads, Internal Teams
Relationship (outside organization) Vendors, Service providers
experience
10show more 1. Role Executive, Administration
2. Program Administration
3. Location Mumbai
5. Reporting to Head, Project Management Group
Role Overview:
The Executive, Administration is responsible for driving efficient administrative operations through robust planning,
budget management, financial oversight, vendor governance, and procurement coordination. The role requires
planning and monitoring of the annual administration budget, validating vendor invoices, exercising expenditure
control and managing the end-to-end purchase requisition process.
Key Responsibilities:
1. Annual Budget Planning & Financial Management
* Preparation of the Annual Administration Budget.
* Monitor actual spending against approved budgets and maintain budget utilization trackers.
* Conduct monthly budget variance analysis.
* Prepare financial reports for management review.
* Recommend cost optimization initiatives without compromising operational efficiency.
2. Billing & Invoice Management
* Review, verify, and reconcile invoices received from vendors.* Ensure invoices comply with contractual terms, approved purchase orders, statutory documents, tax-
...
related requirements, agreed commercial rates and resolve invoice discrepancies, if any.* Monitor recurring monthly invoices and payments.
3. Purchase Requisition & Procurement Coordination
* Identify procurement requirements based on operational needs and approved budgets.
* Raise Purchase Requisitions with complete technical and commercial details.
* Coordinate with Procurement for vendor quotations and evaluation when required.
* Follow up on pending purchase requests to ensure timely delivery of goods and services.
4. Vendor Management
* Evaluate vendor performance against Service Level Agreements.
* Participate in vendor selection and onboarding processes.
* Monitor contract validity and initiate renewal processes before expiry.
* Maintain updated vendor databases and documentation.
5. Administrative Operations
* Oversee day-to-day office administration activities for smooth functioning of office facilities.
* Coordinate maintenance of office infrastructure and equipment.
* Supervise housekeeping, security, reception, pantry, and facility service providers.
* Monitor inventory of office supplies and consumables.
* Ensure preventive maintenance schedules are followed.
6. Contract & AMC Management
* Maintain records of all vendor contracts and Annual Maintenance Contracts.
* Monitor contract expiry dates and renewal schedules.
* Maintain compliance with contractual obligations.
Stakeholders
Relationship (within organization) Theme & Function Heads, Internal Teams
Relationship (outside organization) Vendors, Service providers
experience
10show more
