Senior Executive-Admin & Operations (Procurement & Vendor Management)

Job Description

1. Position:
Sr. Executive – Admin & Operations

2. Reports To:
VP / Directors

3. Reportees:
Junior Staff / Executives

4. Department:
Admin & Operations

5. Location:
Chandivali, Andheri-East, Mumbai

6. Geographical Coverage:
All India

Job Purpose

Responsible for ensuring smooth day-to-day functioning across business operations, compliance, vendor coordination, logistics, and office administration.

7. Roles & Responsibilities

Operations Management:

• Oversee day-to-day business operations and ensure seamless workflow across departments.
• Manage procurement, vendor negotiations, and purchase orders.
• Coordinate with suppliers, customers, logistics partners, and consultants for timely execution of activities.
• Track shipments, clearances, and documentation for imports/exports.
• Maintain MIS reports and dashboards for management review.

Procurement & Vendor Management:

• Collect and verify vendor registration documents; maintain updated vendor records.
• Supervise purchase order generation, obtain management approval, and release to vendors.
• Follow up with vendors for confirmations and ensure compliance with agreed terms.
• Track and follow up on POs.
• Update material receipts.
• Negotiate and coordinate with vendors for timely supply and services.

Dispatch Management:

• Prepare and circulate weekly dispatch reports to Regional Managers.
• Consolidate and share monthly dispatch reports with Regional Managers and Directors.
• Track and update dispatch status to vendors/customers.
• Manage material supply chain coordination and monitor timely deliveries.

Administration:

• Ensure smooth office administration including facilities, contracts, vendor management, and compliance.
• Draft and review official letters, agreements, and documentation.
• Support management in scheduling and official communications.

Sales & MIS Reporting:

• Prepare and maintain monthly sales reports and summaries for Directors.
• Generate and share monthly free sample reports with Regional Managers.
• Support preparation of MIS dashboards and management presentations.

Finance & Compliance Coordination:

• Liaise with accounts/finance team for statutory filings and audits.
• Maintain records of expenses, budgets, and operational costs.
• Ensure adherence to company policies, government regulations, and compliance requirements.

Management Support:

• Act as a key support resource to the Directors for operational execution.
• Prepare presentations, reports, and business proposals as required.
• Drive process improvements and bring efficiency in daily operations.

8. Key Requirements for the Role

• Male/Female candidate.
• Proficiency in written & spoken English.
• 6–8 years’ experience in operations/admin role in engineering or manufacturing company.
• Strong organizational and multitasking ability.
• Excellent written & verbal communication.
• Vendor and stakeholder management.
• Computer skills: MS Word, Excel & PowerPoint.
• Knowledge of procurement, dispatch and vendor/supplier management.
• Knowledge of Tally software.
• Knowledge of import/export documentation and compliance (added advantage).

9. Knowledge & Qualifications

• Bachelor’s degree in Science / Commerce.
• Master’s degree in Business Administration (preferred).

10. Key Skills Required

• Fast learner.
• Interpersonal skills.
• Good analytical skills.
• Good communication skills.
• Proactive and solution-oriented approach.
• Email writing.
• Time management.
• Strong interpersonal skills with a team-oriented mindset.
• Ability to work independently while aligning with management directions.

11. Personal Attributes

• Proactive, responsible, and hands-on in execution.
• Strong follow-up and problem-solving ability.
• Team player with effective coordination and interpersonal skills.
• Ability to work independently while aligning with management directions.

12. Compensation

• Fixed salary – ₹4–5 lakh per annum.
• Perks – Provident Fund, Medical Insurance, Life Insurance, Accident Insurance, etc.

Job Types: Full-time, Permanent

Pay: ₹400,000.00 - ₹500,000.00 per year

Benefits:

• Cell phone reimbursement
• Health insurance
• Leave encashment
• Life insurance
• Paid sick time
• Provident Fund

Application Question(s):

• How many years of experience do you have in administrative and operations management?
• Are you proficient in MS Office Suite (Excel, Word, PowerPoint, Outlook)?
• What is your notice period?

Education:

• Bachelor's (Required)

Experience:

• Admin & Operations: 8 years (Required)

Language:

• English (Required)

Location:

• Andheri, Mumbai, Maharashtra (Preferred)

Work Location: In person