Admin Executive

Job Title: Admin Executive

Location: Mahape - Navi Mumbai

Role Purpose

The Administrative Assistant will serve as the central hub for travel logistics and facility supplies across all company branches and factories. You will ensure that our mobile workforce (engineers, managers, and site staff) can move seamlessly between locations while maintaining strict control over site consumables, stationery, and administrative budgets.

Key Responsibilities

1. Travel & Hospitality Management

Bookings: End-to-end management of hotel accommodations, flights, and local transport for staff and visiting stakeholders.

Inter-Branch Coordination: Liaising between different factory locations to ensure guest houses or local arrangements are ready for arriving teams.

Travel Policy Compliance: Ensuring all bookings align with company travel grades and budget constraints.

Itinerary Support: Providing clear travel briefs to staff, including site-specific safety protocols or gate-entry requirements.

2. Procurement & Inventory Control

Consumables Tracking: Manage the stock levels of factory consumables (e.g., pantry supplies, cleaning chemicals, first aid refills).

Stationery & ID Systems: Oversee the design, printing, and issuance of staff ID cards and the procurement of all office stationery.

Purchasing: Raising Purchase Orders (POs) and ensuring the best price-to-quality ratio for all non-production goods.

Record Keeping: Maintaining a digital log of "spent vs. stock" to identify waste and optimize ordering cycles.

3. Vendor & Stakeholder Management

Vendor Liaison: Maintaining relationships with multiple vendors (travel agents, stationery suppliers, catering services).

Invoice Auditing: Verifying vendor invoices against bookings/orders before submitting them to the Finance department.

Inter-Site Travel: Visiting different factories/branches (approx. [X]% travel) to audit stock, distribute supplies, and ensure administrative standards are consistent across all locations.

4. Budgeting & Reporting

Expense Tracking: Monitoring monthly spend against the administrative budget.

Reporting: Preparing monthly reports on travel costs, consumable usage per site, and procurement savings.

Required Skills & Qualifications

Experience: 1+ years in an Administrative or Logistics role, preferably within the Manufacturing or Construction sector.

Technical Proficiency: Strong command of MS Excel (for tracking spend/stock) and travel booking portals. Experience with ERP software (like SAP or Tally) is a plus.

Mobility: Must possess a valid driver’s license and be willing to travel frequently between factory sites and branches.

Negotiation: Proven ability to negotiate with vendors to stay within tight budgetary limits.

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