Administrative and Operations Executive

Pay: 20,000.00 - 40,000.00 per month

Timing : 11 AM - 7PM

Job description:

Job Title: Administrative & Operations Executive

Department: Administration & Operations

Industry: Media Production / Digital Content / Music Label

Location: Marol

Reports To: Management Executives / Directors

Position Overview

We are seeking a highly organized, detail-oriented, and proactive Administrative & Operations Executive to manage end-to-end administrative, legal coordination, compliance, and workflow functions within a growing media startup and music label.

This role will act as the operational backbone of the organization ensuring structured documentation, timely agreement execution, corporate compliance, and seamless coordination across management, legal, finance, artists, and production teams.

Key Responsibilities

1. Administrative & Office Operations

Oversee day-to-day administrative operations of the company.

Manage calendars, meetings, travel arrangements, and executive coordination.

Maintain confidential company records and structured documentation systems.

Supervise office operations, studio coordination, and vendor management.

Ensure organized internal communication and reporting processes.

2. Legal Coordination & Agreement Management

Coordinate closely with internal/external legal teams for:

Artist Agreements

Talent & Freelancer Contracts

Vendor & Production Agreements

NDAs & Service Contracts

Facilitate agreement revisions based on management inputs.

Ensure timely execution and signing of contracts.

Maintain digital and physical contract archives.

Track agreement validity, renewals, and compliance timelines.

Ensure all legal clearances are completed before project execution or release.

3. NOCs, Permissions & Rights Coordination

Coordinate issuance and collection of No Objection Certificates (NOCs) for collaborations, locations, brand associations, and third-party content usage.

Ensure all permissions and documentation are in place prior to production or release.

Maintain structured records of all approvals and rights documentation.

4. Company Registrations & Statutory Compliance

Manage and track all company-level registrations, operational agreements, and documentation required for smooth business functioning.

Office and studio rental / lease agreements

Leave & license agreements

Utility registrations (electricity, internet, telecom, etc.)

Service provider agreements

Vendor contracts and facility-related documentation

Ensure timely renewals of rental contracts, licenses, and operational permits to avoid business disruption.

Maintain updated records of all company registrations and location-related documentation.

Coordinate with landlords, service providers, CA, CS, and legal consultants for documentation, renewals, and compliance formalities.

5. End-to-End Coordination & Workflow Management

Act as the central coordination point between:

Management Executives / Directors

Accountant

Artists & Talent

Production & Marketing Teams

Vendors & External Agencies

Track deliverables, approvals, documentation status, and deadlines.

Maintain structured trackers and reporting systems.

Ensure smooth operational flow with zero documentation gaps.

6. Finance & Accounts Coordination (Support Role)

Coordinate with the Accountant for:

Vendor invoices and payment documentation

Artist payment paperwork

Expense approvals and reimbursement tracking

Ensure complete documentation before submission to Accounts.

Maintain organised internal financial records for management reference.

(Note: Bookkeeping, taxation, and financial reporting remain under the Accountant's responsibility.)

7. HR & Documentation Support

Manage onboarding documentation for employees, artists, and freelancers.

Maintain structured personnel records.

Assist in recruitment coordination and administrative formalities.

Required Experience & Qualifications

Bachelor's degree in Business Administration, Media Management, or related field.

45 years of administrative experience (media/entertainment industry preferred).

Strong understanding of corporate registrations, statutory compliance, and agreement coordination.

Excellent documentation control and follow-up skills.

Strong stakeholder management and communication abilities.

High level of confidentiality and professionalism.

Proficiency in MS Office / Google Workspace.

• Job Types: Full-time, Permanent