Reporting to:

MD

• Location:

Mumbai

Key Responsibilities:

       Administrative Support:

•     Provide general administrative support to executives and management, including managing schedules, organizing meetings, and preparing correspondence.

•     Handle phone calls, emails, and other forms of communication, directing them to appropriate staff or departments.

Document Management:

•     Prepare, proofread, and edit documents, reports, and presentations.

•     Maintain and organize electronic and physical filing systems, ensuring that documents are accurately filed and easily retrievable. Meeting and Event Coordination:

•     Schedule and coordinate meetings, including arranging meeting rooms, preparing agendas, and taking minutes.

•     Organize and assist with company events, conferences, and other activities as required.

Office Management:

•     Manage office supplies and inventory, including ordering and restocking as needed.

•     Coordinate office maintenance and repair services, ensuring a clean and functional work environment.

 Record Keeping:

•     Maintain and update records and databases, including contact lists and other relevant information.

•     Ensure compliance with company policies and confidentiality standards in managing sensitive information.

Customer Service:

•     Greet and assist visitors, clients, and vendors, providing a professional and courteous first impression.

•     Address and resolve any inquiries or issues that arise in a timely and effective manner.

 Travel and Logistics:

•     Arrange travel and accommodations for executives and staff, including preparing itineraries and managing travel expenses.

•     Handle logistics for out-of-town visitors and guests.

Operational Oversight:

• Manage daily facility operations across project sites.

• Conduct regular inspections to identify maintenance needs and follow up on pending tasks or improvements.

• Develop and supervise preventive maintenance programs to minimize downtime and prolong asset life.

Project & Budget Management:

•Lead facility-related projects such as renovations, space planning, and upgrades, ensuring timely delivery within budget.

•Prepare and manage operational and capital budgets, optimizing cost-efficiency.
Vendor & Stakeholder Coordination:

•Manage contracting and vendor relationships for services.

•Negotiate service contracts.

•Coordinate with internal stakeholders and external authorities for compliance, permits, and strategic alignment.

Team Leadership:

•Supervise facilities teams and contractors; foster professional development and accountability.

•Drive a culture of continuous improvement, safety, and collaboration within the team.
 

Skills & Competencies:

• Education: Bachelor’s degree preferred (Business, Real Estate, or related); advanced degrees like MBA are a plus.
• Senior-level (e.g., supporting MD): 7–10+ years.
• Real Estate Knowledge: Experience in real estate transactions.
• Technical Proficiency: Advanced expertise in MS Office
• Organizational & Communication Skills: Strong time management, multitasking, attention to detail, and excellent written/verbal communication.
• Professionalism: High levels of integrity, discretion, and adaptability, with ability to navigate fast-paced environments and tight deadlines.

Interfaces

Internal: Promoters, Trustees, Corporate Centre Leadership, peers in Corporate Centre/Group Companies etc.

External: government bodies, contractors etc