Office Administrator

About role :

The Facility & Admin Executive will be responsible for managing and overseeing all aspects of facility

maintenance and administrative support to ensure smooth and efficient operations at Soulflower

Marol, Mumbai. The role involves coordinating with various departments, managing vendors,

ensuring a safe and productive work environment, negotiating with service providers, maintaining

government records, and handling visits, travel arrangements, manage and order consumables,

pantry consumable & IT systems. Should be pet friendly.

Key Responsibilities:

Facility Management:

• Oversee the maintenance and upkeep of the office premises, including cleaning, repairs, and

renovations.

• Manage and coordinate with vendors for facility-related services such as security,

housekeeping, pest control, and maintenance.

• Ensure compliance with health and safety regulations and maintain a safe working

environment.

• Monitor and manage facility budgets, including utility expenses and maintenance costs.

• Manage housekeeping staff , drivers staff , administrative staff, security staff & attendance

management.

• Managing our office pets. Scheduling doctors appointment, filing the reports of doctors.

Administrative Support:

• Provide administrative support to the office staff, including managing office supplies,

equipment, and furniture.

• Coordinate and manage front desk operations, including visitor management and phone call

handling.

• Organize and schedule meetings, appointments, and travel arrangements for employees and

management.

• Maintain records and files, ensuring accuracy and confidentiality.

Vendor Management:

• Identify, evaluate, and negotiate with vendors for office supplies, maintenance services, and

other administrative needs.

• Manage vendor contracts and ensure timely delivery of services and products.

• Conduct periodic reviews of vendor performance and address any issues or discrepancies.

Government Records Maintenance:

• Ensure that all government records for the office and building are up-to-date and comply

with regulations.

• Liaise with government agencies and officials for inspections, approvals, and compliance-

related matters.

• Maintain proper documentation and filing of all regulatory records.

Travel & Visits Coordination:

• Handle visits and travel arrangements for administrative and office-related work.

• Coordinate logistics, including transportation, accommodation, and itinerary planning for

office staff and visitors.

Event Coordination:

• Assist in planning and organizing company events, meetings, and conferences.

• Coordinate logistics, including venue arrangements, catering, and transportation.

Inventory Management:

• Monitor and maintain inventory levels of office supplies and equipment.

• Conduct regular audits to ensure proper stock levels and manage procurement processes.

General Support:

• Assist in the implementation of company policies and procedures.

• Provide support for HR-related activities, such as onboarding and offboarding processes.

• Handle any other administrative tasks as assigned by the management.