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
- 46 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.
