Executive Assistant

Job Title: Administrative Executive

Location: Mahape, Navi Mumbai

Experience Required: 23 Years

CTC Range: Up to 5 LPA

Working Days: Monday to Friday

Weekly Off: Saturday & Sunday

Working Hours: 9:30 AM 6:00 PM

Position Overview

We are looking for a proactive and well-organized Administrative Executive to support daily administrative operations and ensure smooth office functioning. The role includes managing reception activities, vendor coordination, office supplies management, SAP transactions, and providing executive support to the R&D Head.

Key Responsibilities

Administrative Support & Employee Coordination

Act as the first point of contact for employees regarding administrative queries.

Ensure smooth communication of internal notices, meetings, and requests.

Support employees with administrative services including reception, facilities, and supplies.

Reception & Office Management

Manage office supplies including stationery, pantry, and housekeeping materials.

Coordinate with vendors for procurement and timely delivery of supplies.

Handle inbound and outbound courier activities and maintain records.

Manage conference room bookings and meeting schedules.

Conduct weekly checks for conference room readiness.

Maintain Lost & Found and Employee Feedback registers.

Ensure proper maintenance of first-aid kits and sanitary supplies.

Manage housekeeping attendance and routine checks.

SAP Transaction Management

Handle SAP transactions related to purchasing including ME21N, ME22N, ME23N, MIGO, ML81N.

Create and manage purchase orders (POs).

Process Goods Receipt Notes (GRN) and Service Receipt Notes (SRN).

Maintain accurate SAP data for audit and reporting.

Invoice Processing & Vendor Coordination

Process and upload invoices on the DICE platform.

Coordinate with the finance team for invoice clearance and discrepancy resolution.

Ensure timely vendor payment processing.

Executive Support

Provide administrative support including documentation and meeting coordination.

Manage travel bookings (flights, hotels, and transport).

Handle expense reports and travel invoice claims.

Coordinate meetings with internal and external stakeholders.

Qualifications & Skills

Education: Bachelors Degree (Arts / Commerce / Science)

Experience: 23 years in Administration / Reception / Office Management

Technical Skills

MS Office (Word, Excel, PowerPoint)

Basic SAP knowledge preferred

Core Competencies

Strong communication and interpersonal skills

Excellent organizational and multitasking abilities

Attention to detail and proactive problem-solving approach