We are looking for an experienced and responsible Office Administration & Diamond Operations Manager to manage the complete day-to-day functioning of our diamond office in BKC, Mumbai.The candidate should have prior experience working in a diamond trading, manufacturing, jewellery or diamond-related office and should be capable of independently handling office administration, coordination, documentation, staff management, vendor coordination and day-to-day operational activities.Key Roles & Responsibilities1. Complete Office ManagementManage the overall day-to-day operations and smooth functioning of the office.Ensure the office is properly maintained, organised and operational at all times.Manage office staff, support staff, housekeeping and other administrative personnel.Monitor attendance, discipline, leave and daily office requirements.Coordinate with management regarding all office-related requirements.2. Diamond Office OperationsHandle and coordinate day-to-day activities related to diamond office operations.Maintain proper records and documentation related to diamonds, parcels, inventory and movement.Coordinate with diamond buyers, suppliers, traders, manufacturers and other business associates.Maintain proper inward/outward records and ensure documentation is completed correctly.Coordinate with internal teams regarding diamond-related transactions and operational requirements.Ensure confidentiality and proper handling of sensitive business and diamond-related information.3. Staff & Team CoordinationSupervise office employees and coordinate their daily responsibilities.Allocate administrative work and follow up on pending activities.Coordinate between management, employees, suppliers, clients and other stakeholders.Maintain a professional and disciplined working environment.4. Documentation & RecordsMaintain office files, records, agreements, invoices, correspondence and other documentation.Maintain proper records of diamond-related documents and transactions.Ensure timely filing and retrieval of important documents.Handle confidential documents and business information responsibly.5. Vendor & Facility ManagementCoordinate with housekeeping, security, maintenance, IT, internet, telephone and other service providers.Manage office stationery, consumables and other regular requirements.Coordinate with vendors for quotations, services, bills and payments.Ensure office infrastructure and facilities remain in proper working condition.6. Administrative & Management SupportAssist management in day-to-day administrative and operational matters.Prepare daily/weekly reports whenever required.Schedule and coordinate meetings, appointments and visitors.Coordinate travel, hotel, transportation and other arrangements for management or visitors when required.Handle correspondence and communication with external parties on behalf of the office.7. Accounts & Commercial CoordinationCoordinate with the accounts team for office expenses, vendor bills and administrative payments.Verify basic documentation and bills before forwarding them for approval.Maintain records of office expenses and administrative purchases.Coordinate with management and accounts for timely settlement of office-related expenses.8. Security & ComplianceEnsure proper security procedures are followed within the office.Maintain visitor records and control access to restricted areas.Ensure sensitive diamond-related documents, records and materials are handled securely.Support management in implementing internal policies and procedures. other arrangements for management or visitors when required.Handle correspondence and communication with external parties on behalf of the office.7. Accounts & Commercial CoordinationCoordinate with the accounts team for office expenses, vendor bills and administrative payments.Verify basic documentation and bills before forwarding them for approval.Maintain records of office expenses and administrative purchases.Coordinate with management and accounts for timely settlement of office-related expenses.8. Security & ComplianceEnsure proper security procedures are followed within the office.Maintain visitor records and control access to restricted areas.Ensure sensitive diamond-related documents, records and materials are handled securely.Support management in implementing internal policies and procedures.Candidate ProfileGraduate in any discipline; additional qualifications in administration/business management will be an advantage.5–10 years of relevant experience, preferably in a diamond/jewellery office.Prior experience in BKC, Mumbai diamond market/office environment will be preferred.Strong understanding of diamond office operations and industry working practices.Good knowledge of MS Office, particularly Excel, Word and email communication.Excellent coordination and communication skills.Good command of English and Hindi; knowledge of Marathi/Gujarati will be an advantage.Strong organisational and multitasking abilities.Should be mature, responsible, trustworthy and capable of maintaining confidentiality.Should be comfortable independently managing multiple office activities.Experience in handling senior management and external business associates will be preferred.Sourced from naukri
