Admin Executive

Office Administrator & Accounts AssistantDepartment: Administration & Accounts

Location: Thane Office

Reporting To: Operations Manager / Management

Job SummaryWe are looking for a responsible and organized Office Administrator & Accounts Assistant to manage day-to-day office administration while supporting basic accounting and finance-related activities. The candidate will coordinate with the management, property teams, vendors and accounts team to ensure smooth administrative and financial operations.

• Key Responsibilities1. Office AdministrationManage day-to-day administrative activities of the Thane office.
• Maintain office records, documents, files and correspondence.
• Coordinate office supplies, stationery and other administrative requirements.
• Maintain proper records of company assets, equipment and documents.
• Coordinate with vendors, service providers and suppliers.
• Handle courier, dispatch, bills and other office-related requirements.
• Maintain staff attendance, leave records and other administrative documentation.
• Assist management and the Operations Manager with day-to-day administrative tasks.
• Coordinate communication between the corporate office and properties when required.
• 2. Accounts SupportAssist the Accounts/Finance team with day-to-day accounting activities.
• Record and maintain purchase bills, expense bills and invoices.
• Verify bills and supporting documents before submitting them for approval/payment.
• Maintain petty cash records and expense statements.
• Assist with vendor payment records and outstanding statements.
• Maintain proper documentation for purchases and expenses.
• Assist in bank-related entries, payment tracking and basic reconciliation.
• Follow up with properties for pending bills, invoices and supporting documents.
• Assist in maintaining monthly expense and purchase records.
• Support the Accounts team during month-end closing and audits.
• 3. Property & Operations CoordinationCollect required reports, bills, invoices and documents from all Moonstone Hammock properties.
• Follow up with Property Managers for pending documentation.
• Maintain centralized records of property-wise expenses and purchases.
• Coordinate with Operations for purchase requirements and approvals.
• Ensure bills and supporting documents are submitted within the required timelines.
• Maintain proper filing of property-related administrative and financial documents.
• 4. Data & ReportingMaintain Excel/Google Sheets for administrative and accounts-related records.
• Prepare basic expense, purchase and outstanding reports.
• Maintain vendor databases and payment tracking sheets.
• Ensure all records are accurate and updated regularly.
• Assist in preparing MIS and other reports as required by management.
• Key Performance Areas (KRA)Timely completion of administrative tasks.
• Accurate maintenance of bills, invoices and expense records.
• Proper documentation and filing.
• Timely collection of bills and reports from properties.
• Accuracy of petty cash and expense records.
• Timely follow-up on vendor payments and outstanding documents.
• Maintaining updated office and property records.
• Effective coordination with the Operations and Accounts teams.
• Maintaining confidentiality of company and financial information.
• Required Skills & QualificationsGraduate in B.Com, BBA, Business Administration or a related field preferred.
• 1–3 years of experience in office administration, accounts assistance or a similar role.
• Basic knowledge of accounting principles.
• Good knowledge of MS Excel / Google Sheets.
• Knowledge of Tally or accounting software will be an advantage.
• Good organizational and documentation skills.
• Strong follow-up and coordination skills.
• Good written and verbal communication.
• Ability to handle multiple tasks and meet deadlines.
• Hospitality industry experience will be an added advantage.
• Personal AttributesResponsible and dependable.
• Detail-oriented and organized.
• Proactive in following up on pending work.
• Honest and trustworthy, particularly with financial records.
• Able to work independently with minimal supervision.
• Professional communication and conduct.
• Willingness to coordinate with multiple properties and departments.

Working RelationshipThe position will work closely with:

• Operations Manager
• Accounts/Finance Team
• Property Managers
• Purchase Team
• Vendors & Suppliers
• Management