Office Admin

Job Title: Admin Manager

Big Imports and Gifts, also known as BigImpex, is a leading corporate gift supplier established in Mumbai in 2003. 

With 150+ team members across BigImpex, Gokaldas Packaging, and Zexcel Medical Communications, we aim for excellence in every partnership. 

We specialize in creating innovative and custom-designed products to serve our clients’ unique needs with the goal of helping our clients build stronger brands through high-quality corporate gifts.

We are seeking a Senior Executive Admin responsible for managing day-to-day office operations, administrative services, facilities management, and basic IT support. The role ensures smooth functioning of the office environment, effective coordination with internal departments and external vendors, asset management, and compliance with organizational policies. Must possess strong organizational skills with excellent problem-solving skills & go getter attitude.

Key Responsibilities

1. Office Operations & Facility Management

• Manage day-to-day office operations and ensure smooth functioning of all administrative activities. 
• Oversee maintenance of office equipment, assets, and facilities, including housekeeping, security, and safety systems. 
• Maintain inventory of office supplies and assets; coordinate timely procurement and replenishment. 

2. Coordination & Communication

• Coordinate with vendors, service providers, and external authorities for approvals, maintenance, and events. 
• Facilitate internal communication, handle correspondence (calls, emails), and greet visitors professionally. 
• Prepare and maintain filing systems, both manual and electronic. 

3. Logistics & Travel Management

• Arrange travel bookings (flights, hotels, cabs) for directors and staff. 
• Coordinate meeting logistics, including conference rooms and refreshments. 

4. Financial Administration

• Manage petty cash, daily expenses.
• Coordinate with the accounts/finance team for admin bills, payments, and expense tracking. 

5. Support & Supervision

• Supervise housekeeping and support staff for office upkeep. 
• Support branch/remote offices with administrative tasks and coordination. 

6. Documentation & Compliance

• Maintain accurate records, vehicle documentation, asset inventories, and renewal tracking (AMC, insurance, RTO, etc.). 
• Ensure compliance with safety standards and inspection of fire and safety equipment. 

7. IT, Systems & Workplace Technology

• EPBX / Telephony Infrastructure Management
• Office Automation & Equipment Lifecycle Management
• Responsible to supply and management of IT Asset Allocation & Tracking
• Mobile Device & SIM Lifecycle Management
• Fire Safety, Compliance & Preventive Maintenance
• Basic IT Operations & Technical Troubleshooting

Qualifications & Skills

• Experience: Minimum 5+ years in administrative or office management roles, with progressive responsibility. 
• Technical: Proficient in Microsoft Office (Word, Excel, Outlook) and office systems like EPBX, basic IT support for employee. 
• Skills: Strong organizational skills, multitasking ability, communication, problem-solving, and vendor coordination. 
• Interpersonal: Professional demeanor, ability to liaise across departments, and handle confidential information.

Key Attributes

• Detail-oriented, proactive, and able to work independently. 
• Excellent time management and ability to prioritize tasks. 
• Strong coordination and logistical planning skills.