Administration Executive

Job Description

Job Title: Admin Executive Company: Vimal Fire Controls Pvt. Ltd. Location: Vikhroli West, Mumbai Reporting To: Concerned Director / Admin Head Job Purpose: To manage and ensure timely processing of bills, vehicle-related tasks, housekeeping, and overall administrative responsibilities across all office locations and Directors residences. Key Responsibilities: 1. Bill Processing & Payments: Download and process all bills as per due dates to avoid penalties. Ensure bills are verified and approved by the concerned Director before forwarding to the Accounts Department. Responsible for timely payment of bills related to office locations, Directors residences, and their family members. Bill Categories Include: Electricity bills (offices and Directors residences) MTNL bills (offices and Directors residences) Mobile bills (Jio Corporate / Vodafone for offices and Directors residences) Maintenance bills (offices and Directors’ residences) Internet payments (offices and Directors’ residences) Rent payment – Office units Kailash office – Maintenance, Electricity, Property Tax Mahanagar Gas bill payments – Directors’ residences Jio Dongle payments – for Directors/Staff Credit card payments – for Directors 2. Vehicle Administration: Manage servicing, PUC, insurance, and FASTag for all vehicles used at offices and Directors’ residences. Handle insurance claim processes in case of accidents. Manage documentation for the purchase or sale of vehicles. Maintain monthly records of fuel consumption for all vehicles. Monitor and take action on traffic penalties/challans with Director approval. 3. Housekeeping & Facility Management: Maintain and regularly check pantry material inventory across all offices. Ensure timely servicing and repair of air conditioners. Oversee AMC and servicing of water purifiers. Assist with documentation and coordination in property purchase/sale transactions (including lease agreements, stamp duty, registration, etc.). 4. Event & Meeting Coordination: Organize monthly birthday celebrations and coordinate festival/pooja arrangements. Handle all meeting-related logistics: Conference room setup Refreshments (lunch, breakfast, beverages) Stationery arrangements Banquet inquiries/bookings when required 5. Vendor & Appointment Management: Manage vendors for services such as travel, pest control, water purifiers, etc. Schedule medical or personal appointments for Directors as needed. Skills & Qualifications: Graduate in any discipline (preferably in Administration or Commerce). 1–5 years of relevant experience in office administration. Proficient in MS Office (Excel, Word, Outlook). Strong verbal and written communication skills. Well-organized, proactive, and detail-oriented. Presentable and professional in approach. Office Time - 9.30am to 6.30 pm (Monday - Saturday) – 2nd & 4th Saturday off.