Admin Manager

PRETTY WOMENJob Description – Admin ManagerLocation: Dadar West, Mumbai

Department: Administration & Operations

Reporting To: Owner / Management

Working Hours: 9:30 AM to 7:00 PM

Working Days: Monday to Saturday

Employment Type: Full-time, On-site

1. Job ObjectiveTo manage the day-to-day administration of Pretty Women, ensure smooth office operations, maintain staff discipline, implement company policies and SOPs, and coordinate between departments so that business activities run efficiently.

2. Key ResponsibilitiesA. Office Administration

• Manage daily office operations and ensure the office opens and functions on time.
• Maintain office records, documents, registers and administrative files.
• Ensure cleanliness, housekeeping, maintenance and proper use of office facilities.
• Monitor office supplies, stationery and other administrative requirements.
• Coordinate with building management, service providers and external vendors.

B. Staff Management & Discipline

• Monitor employee attendance, punctuality, leave and working hours.
• Maintain attendance records and prepare reports for management.
• Ensure employees follow company policies, dress code and grooming standards.
• Coordinate staff requirements and report discipline-related issues to the owner.
• Assist in onboarding new employees and explaining company rules and procedures.

C. SOPs & Process Implementation

• Implement standard operating procedures (SOPs) across departments.
• Ensure staff follow established processes for inward goods, stock verification, labelling, barcoding and dispatch coordination.
• Monitor pending tasks and ensure responsibilities are completed within deadlines.
• Identify operational gaps and recommend practical improvements.
• Maintain checklists and daily task-completion reports.

D. Coordination with Accounts & Other Departments

• Coordinate with the accounts team for bills, expense records and supporting documents.
• Follow up on pending invoices, vendor payments and documentation without independently authorising payments.
• Coordinate with sales, purchase, stock and dispatch teams.
• Ensure important information reaches the concerned employees on time.
• Maintain proper documentation of customer visits, vendor meetings and follow-up activities where required.

E. Reporting to the Owner

• Submit a daily report covering attendance, pending work, operational issues and completed tasks.
• Escalate urgent issues, staff disputes and process violations promptly.
• Prepare weekly summaries of administrative performance and outstanding tasks.
• Follow up on instructions given by the owner until completion.
• Use Excel, Google Sheets, email and AI tools to improve reporting and productivity.

F. Vendor & Facility Management

• Coordinate repairs, maintenance and other office requirements.
• Obtain quotations where required and maintain vendor records.
• Monitor service quality, costs and completion timelines.
• Ensure administrative expenses remain within approved budgets.

1. 3. Key Performance Indicators (KPIs)Timely submission of daily and weekly reports.
2. Accurate attendance and leave records.
3. Compliance with company policies and SOPs.
4. Timely closure of administrative tasks.
5. Reduction in repeated operational errors and pending work.
6. Proper maintenance of records and supporting documents.
7. Effective coordination between departments.
8. Timely escalation of important issues to the owner.

• 4. Qualifications & SkillsGraduate preferred.
• Minimum 3–5 years of experience in office administration or operations.
• Good working knowledge of MS Excel, Word, email and Google Sheets.
• Experience in staff coordination, record management and process implementation.
• Strong communication, organisation and problem-solving skills.
• Ability to manage multiple responsibilities and follow up independently.
• Knowledge of Tally is an advantage.
• Familiarity with AI tools and digital productivity tools is preferred.
• 5. Personal AttributesHonest, responsible and disciplined.
• Proactive and solution-oriented.
• Firm but respectful while managing staff.
• Detail-oriented and systematic.
• Able to work independently and maintain confidentiality.
• Comfortable reporting directly to the owner and taking ownership of assigned tasks.

6. Authority & AccountabilityThe Admin Manager is responsible for implementing approved policies, monitoring staff compliance, coordinating departments and reporting deviations. Financial approvals, hiring and termination decisions, and changes to company policies remain subject to the owner's approval.

The ultimate objective is to ensure that the office runs systematically, staff remain accountable, processes are followed, and the owner does not need to personally supervise routine administrative activities.