Secretary

Job Description

Secretary / Administrative Support – Regulatory Approvals

The Phoenix Mills Limited

📍 Job Location: Corporate Office – Mumbai (Mahalaxmi)
🏢Department: Regulatory Approvals

About The Phoenix Mills Limited

The Phoenix Mills Limited is one of India's leading real estate companies, with a strong presence across retail, commercial, hospitality, and mixed-use developments. Join us to be part of a dynamic team shaping landmark developments and creating exceptional spaces.

Role Overview

We are looking for an experienced Secretary / Executive Assistant / Administrative Coordinator to provide comprehensive administrative, documentation, and coordination support to the Regulatory Approvals function.

The role requires strong organizational skills, attention to detail, effective stakeholder coordination, and the ability to manage multiple administrative activities while ensuring smooth departmental operations.

Key Responsibilities

1. Administrative & Departmental Support

• Manage day-to-day administrative requirements of the Regulatory Approvals department.
• Provide administrative support to the Regulatory Approvals Head and team.
• Coordinate meetings, appointments, travel, printing, scanning, courier, and other departmental requirements.
• Maintain calendars, schedules, reminders, and follow-up activities.

2. Documentation & Record Management

• Maintain systematic physical and digital records of statutory approvals, NOCs, permissions, letters, drawings, demand notes, and payment receipts.
• Manage project-wise correspondence and documentation related to regulatory approvals.
• Draft and format routine letters, emails, internal notes, meeting minutes, and follow-up communications.
• Ensure proper filing, retrieval, and confidentiality of sensitive project-related information.

3. Project Tracking & Coordination

• Maintain project-wise trackers for submissions, approvals, payments, meetings, and pending actions.
• Coordinate with internal departments, consultants, and external stakeholders for regulatory-related requirements.
• Follow up with concerned teams for documents, signatures, approvals, payments, and other information required for submissions.
• Record and circulate meeting minutes and action points, wherever required.

4. Finance & Payment Coordination

• Coordinate with Finance/Accounts for processing statutory payments, consultant invoices, and demand notes.
• Maintain records of statutory payments and supporting documentation.
• Assist in preparing and processing internal approval notes and related documents.

5. General Administrative Assistance

• Support the Regulatory Approvals Head and team in ensuring timely completion of administrative and coordination activities.
• Monitor pending actions and follow up with relevant stakeholders.
• Contribute to efficient departmental operations through organized documentation and timely communication.

Candidate Profile / Requirements

• Graduate in any discipline.
• Prior experience as a Secretary, Executive Assistant, Administrative Coordinator, or in a similar administrative support role.
• Experience supporting senior management or project-related functions will be an advantage.
• Strong written and verbal communication skills.
• Proficiency in MS Office (Word, Excel, and PowerPoint).
• Good drafting, documentation, and record-management skills.
• Strong coordination and follow-up abilities.
• Ability to manage multiple tasks, maintain confidentiality, and work with internal and external stakeholders.
• Strong attention to detail and organizational skills.

Apply Now

Explore career opportunities at The Phoenix Mills Limited.

🔗 Phoenix Mills Careers: Explore Careers at Phoenix Mills