Senior Executive - Administration

Job Summary:

The Senior Executive Administration is responsible for managing day-to-day office operations, vendor coordination, facilities management, and supporting the accounts payable process by ensuring accurate and timely submission of vendor invoices for payment. The role requires a high level of organization, attention to detail, and coordination with both internal departments and external vendors. The position also requires a willingness to work flexible hours as needed and the flexibility to undertake client assignments at client locations.

Key Responsibilities:

• Office Management & Facility Support
• Oversee the smooth functioning of daily office operations (housekeeping, pantry, stationery, courier, etc.)
• Supervise front-desk activities, security, and overall office upkeep.
• Coordinate repair and maintenance activities with vendors and building management.
• Monitor inventory of office supplies and ensure timely procurement.
• Vendor & Contract Management
• Manage vendor relationships, including AMCs and service contracts (housekeeping, pest control, office equipment, etc.)
• Negotiate service agreements and ensure all vendor documentation is up-to-date.
• Maintain detailed records of contracts, service performance, and renewals.
• Accounts Payable Coordination
• Collect and verify vendor invoices against services delivered or purchase orders.
• Ensure completeness of supporting documents and adherence to internal policies.
• Process and submit verified invoices to the Accounts/Finance team for timely payments.
• Follow up on payment status and maintain vendor communication to ensure transparency.
• Assist in resolving invoice or payment discrepancies in coordination with vendors and accounts team.
• Travel & Logistics
• Arrange domestic and international travel including flight bookings, hotel accommodations, and transport.
• Ensure adherence to travel policies and assist with related expense tracking.
• Support planning and logistics for corporate events, team off-sites, and meetings.
• Compliance & Documentation
• Maintain up-to-date records of office lease, insurance, licenses, and compliance certificates.
• Support statutory and internal audits by providing necessary documentation.
• Ensure compliance with safety, health, and fire regulations.
• Employee & Interdepartmental Support
• Assist with new employee onboarding (ID creation, workstation setup, welcome kits).
• Act as a point of contact for employee administrative queries.
• Communicate key facility updates and coordinate internal logistics.

Requirements

• 4–6 years of experience in office administration with exposure to accounts payable processes.
• Proficiency in MS Office tools:
• Excel – for data tracking, vendor invoice logs, and reporting
• Word – for drafting communications, documentation, and policy updates
• PowerPoint – for preparing administrative presentations and reports
• Strong coordination, documentation, and communication skills.
• Ability to multitask, work independently, and manage deadlines effectively.

Desirable Skills

• Knowledge of invoice processing and basic understanding of accounting entries.
• Experience in managing admin and accounts payable responsibilities in a mid-to-large corporate setup.
• Exposure to compliance requirements, vendor audits, and documentation standards.
• Willingness to work flexible hours as required by the role.
• Flexibility to work on client assignments at client locations.

Hiring Process:

• HR Interview
• Technical Interview