Team Member Administration

Team Member – Administration

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Job Details

Reports to: Assistant Vice President – Administration

Number of Direct Reportees: 0

Department: Human Resource

Function: Administration

Sub Function: Administration

Location: Mumbai – BKC

Position Grade Range: Manager (May vary depending upon the experience)

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Job Purpose

The role is responsible for managing day-to-day administrative operations, ensuring smooth functioning of workplace facilities, vendor coordination, and employee support services. The position will support the Administration function in maintaining operational efficiency, compliance, and service quality across office premises.

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Job Role

• Manage day-to-day facility operations including housekeeping, pantry, access control, and general office administration.
• Coordinate with vendors and service providers to ensure timely and quality service delivery.
• Monitor and track vendor performance and ensure adherence to agreed service levels.
• Handle administrative support activities such as travel, accommodation, transport coordination and employee requests.
• Ensure proper documentation of vendor contracts, invoices, and administrative records.
• Support audit requirements by maintaining relevant documents and coordinating with internal stakeholders.
• Conduct regular checks of office premises to ensure operational readiness and workplace hygiene.
• Coordinate with internal teams such as HR, IT, Finance and Risk for administrative support and requirements.
• Assist in implementation of office modifications, infrastructure changes and administrative initiatives.
• Support business continuity arrangements related to facility and administrative functions.

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Education Qualification and Experience

• Graduate / Post Graduate in any discipline.
• 8–12 years of experience in Administration / Facilities / Workplace Management.
• Experience in corporate office administration and vendor coordination preferred.

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Personal Attributes

• Strong sense of ownership and responsibility towards assigned tasks.
• Practical approach towards handling day-to-day operational challenges.
• Good coordination and interpersonal skills.
• Ability to manage multiple tasks and priorities effectively.
• Willingness to learn and adapt to evolving administrative requirements.

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Other Requirement

• Good working knowledge of MS Excel and PowerPoint.
• Basic understanding of administrative processes and documentation.
• Ability to coordinate with multiple stakeholders and vendors.

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Functional Competencies

• Facility and workplace management.
• Vendor coordination and service tracking.
• Administrative documentation and compliance support.
• Operational coordination across internal teams.
• Basic understanding of audit and process requirements.

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Behavioural Competencies

• Drive for Results: Takes ownership of assigned responsibilities and ensures timely completion of tasks. Tracks progress of activities and follows up to ensure closure.
• Collaboration: Works effectively with internal teams and external vendors to ensure smooth execution of administrative activities.
• Execution Focus: Maintains attention to detail and ensures operational requirements are handled efficiently on a day-to-day basis.
• Adaptability: Responds positively to changing priorities and handles operational challenges in a practical manner.