Executive Administrator

Job Title: Executive Administration
Location: Mumbai (Head Office)
Department: Administration
Reports To: Manager / Sr. Manager – HR & Admin
Experience Required: Minimum 5 years in Office Administration
Industry Preference: Pharma or other Corporate Setup (preferred)

Role Summary:

BDR Pharmaceuticals is looking for a proactive and responsible Executive – Administration to independently manage all administrative operations at the Head Office and support the functioning of the Management House. The candidate must have strong coordination abilities, attention to detail, and the capability to handle end-to-end administrative tasks, ensuring smooth operations and adherence to company policies.

Key Responsibilities:

A. General Administration

• Ensure daily smooth functioning of the Head Office administrative activities.
• Act as the single point of contact for all facility-related requirements and concerns.
• Maintain cleanliness, hygiene, and maintenance across office premises and Management House.

B. Office Infrastructure & Facility Management

• Coordinate for regular repair, maintenance, and upkeep of office equipment, furniture, and premises.
• Handle AMC contracts, utility services (electricity, water, internet), and liaise with vendors and service providers.
• Monitor security services, pantry services, and housekeeping performance.

C. Stationery & Office Supplies

• Maintain inventory of office stationery and consumables.
• Ensure timely procurement and distribution of materials with cost-efficiency and quality.
• Track and manage usage, wastage, and replenishment schedules.

D. Courier & Dispatch Management

• Handle all incoming and outgoing courier services and logistics for the Head Office.
• Ensure proper documentation, tracking, and timely dispatch/delivery of documents, samples, and parcels.
• Coordinate with courier agencies and ensure service level adherence.

E. Meeting Room & Event Coordination

• Manage bookings and setup of meeting rooms and conference facilities.
• Arrange logistics for internal and external meetings, visitors, interviews, and corporate events.
• Support in organizing company functions, celebrations, and vendor meetings.

F. Admin Records & Budget Monitoring

• Maintain proper documentation of admin expenses, vendor contracts, bills, and approvals.
• Coordinate with Finance for timely invoice processing.
• Track and report monthly administrative expenses against the approved budget.

Key Requirements:

• Education: Graduate in any discipline; Diploma in Facility Management / Administration preferred.
• Experience: Minimum 5 years of relevant experience in handling corporate admin functions.
• Skills & Competencies:
• Strong organizational and time management skills.
• Hands-on experience with vendor management, office maintenance, and logistics.
• Good communication skills and ability to coordinate with multiple stakeholders.
• Working knowledge of MS Office and familiarity with basic admin software/systems.

Desirable Traits:

• Experience in managing administration for Pharma HO or similar regulated industry.
• Proactive approach with problem-solving skills.
• Ability to multitask and independently manage priorities.
• Service-oriented mindset with attention to compliance and internal customer satisfaction.