Opening for Admin Executive in Pharmaceutical company for Kurla location

Job Description:

Key Responsibilities / Job Description

Role: Admin Executive 

Contract: Auto - renewable every year

Payroll Company: Talisman. 

Statutory & Compliance

• Ensure adherence to statutory compliance requirements across all AMC-related activities.
• Coordinate and monitor statutory obligations with internal and external stakeholders to ensure timely compliance.

Facility & Administrative Management

• Manage zonal facility management and administrative services for OTC offices.
• Oversee facilities management including repairs, AMC services, contract services, security, and safety management.
• Handle reconciliation of old assets of OTC offices as and when due and required.
• Manage day-to-day office operations and ensure smooth functioning of OTC premises.
• Maintain and track office supplies inventory and ensure timely replenishment.

Field Employee Expense & Claims Processing

• Process monthly claim expenses of OTC field employees within defined timelines.
• Coordinate collection and submission of expense vouchers and supporting documents.
• Resolve discrepancies and queries related to field staff expense claims in coordination with relevant teams.

Billing & Invoice Processing

• Handle end-to-end processing of bills and invoices across all OTC verticals.
• Coordinate with user departments, finance, SCM, GBSS, and vendors to ensure timely and accurate payments.
• Create and process PR/PO requests prior to payment issuance.
• Ensure compliance with internal controls and documentation requirements for billing.

Travel Management

• Monitor and ensure timely, policy-compliant booking of flights, hotels, and cabs.
• Coordinate with travel vendors to negotiate best rates and ensure reliable service.
• Streamline travel booking processes using digital tools or automation.
• Monitor travel expenses and ensure adherence to company travel policies.

Operations & Vendor Management

• Coordinate with vendors for services, payments, and issue resolution.
• Create vendor code requests and maintain effective vendor relationships.
• Support operational activities related to office administration and facilities.

Financial & System Transactions

• Manage petty cash, money receipts, and vouchers.
• Create and process SEN/GRN entries in the system.
• Raise CER (Capital Expenditure Request) as required.
• Ensure accurate documentation and system entries for all financial transactions.

Events & Engagement

• Plan and manage internal events and administrative activities as required.

Onboarding Support

• Provide administrative and operational support during employee onboarding.
• Coordinate logistics, access, and basic facility requirements for new joiners.