Administrative Assistant

Job Title: Admin Executive

Location: Mumbai

Employment Type: Full-time

Company: Apx global mediacorp pvt. ltd.

Monday to Saturday: 9 am to 6pm

Lower Parel

Role Overview

We are looking for a responsible and organised Admin Executive who can manage day-to-day administrative work, basic accounting coordination, HR support, and executive assistance to the Founder.

The ideal candidate should be comfortable handling multiple tasks, following up with internal and external teams, maintaining records, and ensuring routine office operations run smoothly.

Key Responsibilities

Administration and Office Coordination

• Manage daily office administration and maintain organised digital and physical records.
• Coordinate with vendors, service providers, employees, and external partners.
• Track office supplies, subscriptions, payments, renewals, and routine operational requirements.
• Maintain confidential company documents and employee information.
• Schedule meetings, appointments, interviews, and internal discussions.
• Prepare basic reports, trackers, documents, and presentations when required.

Basic Accounting Support

• Generate and share client invoices accurately and on time.
• Maintain records of invoices, expenses, payments, and outstanding amounts.
• Follow up with clients regarding pending payments.
• Collect and organise bills, receipts, bank statements, and supporting documents.
• Coordinate with the Chartered Accountant and accounting team for GST filings, TDS, payroll inputs, taxation documents, and monthly accounts.
• Assist with basic expense tracking and payment reconciliation.
• Ensure all financial documents are properly filed and shared within required timelines.

HR and Employee Coordination

• Maintain attendance, leave, late-coming, and employee records.
• Assist with employee onboarding and exit documentation.
• Prepare offer letters, appointment letters, salary slips, and basic HR documents using approved formats.
• Coordinate interviews and communicate with candidates.
• Maintain employee files and collect required documents.
• Assist with payroll inputs, reimbursements, and employee-related follow-ups.
• Support the implementation of company policies and routine HR processes.

Founder and Executive Assistance

• Manage the Founder’s calendar, appointments, reminders, and meeting schedules.
• Assist with travel bookings, reservations, courier coordination, purchases, and personal appointments.
• Help with routine personal and professional tasks assigned by the Founder.
• Coordinate with clients, vendors, team members, and personal contacts on the Founder’s behalf.
• Handle sensitive information with complete confidentiality.
• Track important deadlines, payments, renewals, and follow-ups.

Skills and Requirements

• Graduate in Commerce, Business Administration, Management, or a related field.
• 1 to 3 years of experience in administration, accounts coordination, HR support, or executive assistance.
• Basic understanding of invoicing, expenses, GST, TDS, and accounting documentation.
• Comfortable using Microsoft Excel, Google Sheets, Google Docs, email, and basic accounting software.
• Strong organisational and time-management skills.
• Good written and verbal communication skills.
• Ability to follow instructions and complete tasks independently.
• Strong attention to detail and accuracy.
• Comfortable handling both professional and personal coordination tasks.
• Trustworthy, discreet, punctual, and dependable.
• Ability to manage multiple priorities without missing deadlines.

Preferred Qualities

• Experience working in a small business, startup, creative agency, or founder-led organisation.
• Familiarity with Tally, Zoho Books, QuickBooks, or similar accounting software.
• Comfortable communicating with Chartered Accountants, vendors, clients, and employees.
• Proactive approach to follow-ups and problem-solving.

What We Are Looking For

• We are looking for someone who takes ownership of routine tasks, communicates clearly, maintains confidentiality, and ensures that administrative, accounting, HR, and Founder-related requirements are completed on time.