Executive - Administration

1. POSITION VACANT: Executive - Administration, Large Philanthropic Organisation, Mumbai

2. ORGANISATIONAL BACKGROUND:

Our client is a respected philanthropic organisation with a vision of advancing humanitarian values and nation-building. The organisation drives social and economic development across India by focusing on health, education, livelihoods, water and sanitation, social inclusion, environment, and disaster response.

Our client's mission is to empower underserved communities through innovative programmes and strategic collaborations with governments, civil society, and global partners, creating sustainable impact aligned with national priorities and the UN Sustainable Development Goals.

3. JOB DESCRIPTION/ RESPONSIBILITIES:

Reporting to the Head - Project Management Group, the Executive – Administration shall support efficient administrative operations, with primary responsibility for administration budgeting, expenditure monitoring, MIS, vendor billing, AMC and contract records, and related financial documentation. This is an individual-contributor role within a small administration team and requires strong numerical ability, process rigour and close coordination with Administration, Procurement, Finance, vendors and service providers.

The incumbent shall plan and monitor the annual administration budget, verify vendor invoices, exercise expenditure control, coordinate administration-related purchase requisitions with the Procurement team, monitor vendor and contract performance, and maintain accurate administration records. While the role is primarily desk-based and financially oriented, the incumbent shall share responsibility with the administration team for addressing urgent facilities and operational requirements across the Mumbai offices.

Key Responsibilities:

(A) Annual Budget Planning & Financial Management:

(1) Prepare the annual administration budget in consultation with relevant stakeholders;

(2) Monitor actual expenditure against approved budgets and maintain accurate budget-utilisation trackers;

(3) Conduct monthly budget-variance analysis and highlight material deviations in a timely manner;

(4) Prepare financial and management reports relating to administration expenditure; and

(5) Recommend practical cost-optimisation initiatives without compromising operational efficiency or service quality.

(B) Billing & Invoice Management:

(1) Review, verify and reconcile invoices received from vendors and service providers;

(2) Ensure that invoices comply with contractual terms, approved purchase orders, statutory and tax-related documentation, and agreed commercial rates;

(3) Resolve invoice discrepancies in coordination with vendors and relevant internal teams; and

(4) Monitor recurring monthly invoices and payments and support timely processing.

(C) Purchase Requisition & Procurement Coordination:

(1) Consolidate administration-related requirements based on operational needs and approved budgets;

(2) Raise complete and accurate Purchase Requisitions with the required technical and commercial details;

(3) Liaise with the Procurement team and provide administrative and operational inputs for vendor quotations and evaluation, as required; and

(4) Track pending purchase requests and follow up to support the timely delivery of goods and services.

(D) Vendor Management:

(1) Evaluate vendor and service-provider performance against agreed Service Level Agreements and operational requirements;

(2) Support the Procurement team by providing administrative and operational inputs for vendor selection, due diligence and onboarding, as required;

(3) Maintain an updated vendor database and complete supporting documentation; and

(4) Build constructive working relationships with vendors while ensuring accountability, service quality and value for money.

(E) Administrative & Facilities Operations:

(1) Work as part of the administration team to support the day-to-day functioning of office facilities and address urgent operational requirements;

(2) Coordinate the maintenance of non-IT office infrastructure, utilities and facilities equipment;

(3) Supervise and monitor housekeeping, security, reception, pantry and other facility service providers;

(4) Monitor inventory levels of office supplies and consumables and support timely replenishment; and

(5) Ensure that preventive-maintenance schedules are maintained and followed.

(F) Contract & AMC Management:

(1) Maintain accurate records of vendor contracts and Annual Maintenance Contracts (AMCs);

(2) Monitor contract and AMC expiry dates and initiate renewal processes sufficiently in advance;

(3) Track vendor obligations, service deliverables and relevant compliance requirements; and

(4) Maintain documentation required for internal review and audit compliance, coordinate periodic asset verification, and support responses to administration-related audit queries.

(G) Key Stakeholders:

(1) Relationship within the organisation: Theme Heads, Function Heads, Procurement, Finance and other internal teams;

(2) Relationship outside the organisation: Vendors and service providers.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualifications

CA Inter / Master of Commerce with 5 years of experience or Bachelor’s degree in Business Administration, Commerce, Finance or any related discipline with 6–10 years of experience in Administration, Facilities Management, or Corporate Services

Experience

(1) About 5-10 years of relevant experience in administration, administration finance, facilities management or corporate services, preferably in a structured corporate or institutional environment;

(2) Strong working knowledge of budgeting, expense management, procurement coordination, vendor management, contract administration and audit compliance;

(3) Hands-on experience in invoice verification and reconciliation, purchase requisition workflows, expenditure monitoring and financial reporting;

(4) Experience in managing multiple vendors and service providers and coordinating with cross-functional stakeholders; and

(5) Experience in maintaining contract, vendor and compliance documentation with a high degree of accuracy.

Skills and Competencies

(1) Strong budgeting, financial planning, analytical and reporting skills;

(2) Sound understanding of expense management, cost control and financial discipline;

(3) Knowledge of procurement processes, purchase requisitions and vendor-governance practices;

(4) Strong vendor, stakeholder and relationship-management skills;

(5) Excellent attention to detail, documentation accuracy and follow-through;

(6) Strong problem-solving and practical decision-making abilities;

(7) Good planning, organising and project-coordination skills;

(8) Clear written and verbal communication and effective interpersonal skills;

(9) Advanced working proficiency in Microsoft Excel, including the ability to consolidate, reconcile and analyse data across multiple worksheets and system-generated reports, along with proficiency in Word and PowerPoint; and

(10) High integrity, accountability and the ability to work independently as well as collaboratively.

5. COMPENSATION OFFERED:

The compensation offered for the position is competitive and commensurate with experience and salary history.

6. LOCATION & NATURE OF APPOINTMENT:

(1) Location: Mumbai;

(2) Nature of Appointment: Fixed-term employment for three years.

(3) Preference will be given to candidates currently based in Mumbai and available to join at short notice.

7. REFERENCE: EA-LPO

8. APPLICATION PROCESS:

Eligible candidates interested in this position are requested to apply using the link provided below:

Last Date to Apply: August 15, 2026

Our client is an equal opportunity employer and encourages candidates from diverse backgrounds to apply. All employment decisions are based on organisational needs, job requirements, and individual qualifications without regard to race, religion, ethnic origin, gender, age, or sexual orientation.