Summary
We are looking for a proactive and organized Administration Associate to ensure the smooth day-to-day operations of our office while creating a productive and engaging workplace for employees.
Key Responsibilities
Office Administration
- Managing the day-to-day operations of the office and keeping a smooth-running workplace.
- Call at your direction housekeeping, pantry, security, and facilities management services.
- Make sure the office is clean and well maintained and up to worksite standards.
- Oversee ordering and replenishment of office supplies, pantry goods, and stationery stock.
- Schedule Office Maintenance, Repair Issues and Vendor Visits.
Vendor & Procurement Management
- Office vendor sourcing and onboarding
- Procurement of laptops, IT assets, and office furniture & stationery for the office.
- Store all vendor-related data: invoices, warranties, purchase history, etc.
- Deliver purchased goods on time.
- Internal messaging, negotiate & quotes, and purchase orders
Asset Management
- Tracking laptops, monitors, and accessories, office machines.
- Track allocation of every asset, returns, and upkeep.
- Coordinate with the IT team for the onboarding of new joiners and offboarding
Employee Support & Office Coordination
- Prepare welcome kits with the company gear and set up workstations for joiners.
- Look after all employee engagement activities, celebrations, and arrangements for office events.
- Handle meeting room reservations and guest management.
- Manage courier services, office correspondence and Document Management.
Facility Management
- Maintain communication with building management, maintenance, parking requests, and office infrastructure for access cards.
- Address any facility issues, preferably in a timely manner.
- Conduct regular inspections to maintain office standards.
Administrative Documentation
- Preparation and analysis of Stock Reports to monitor inventory levels and consumption trends.
- Preparation of Vendor evaluation reports on vendor pricing, performance, and service.
- Help in Stock Audits and Physical Verification of Records.
- MIS Reports for Administrative and Operational level data
- Overhead Budgeting and Variance Analysis, help avoid unnecessary spending
- Creating and keeping purchase registers (Inward & Outward) with correct and updated Status.
- Keeping records of office receipts, invoices, contracts, and AMC.
- Handle vendor payments and work with Finance on the payment process.
- Create monthly administrative reports and expense trackers
Compliance & Safety
- Implement workplace safety standards.
- Organize a fire safety inspection and an emergency preparedness activity.
- Records referring to either compliance in an office or statutory requirements
Required Skills
- Good organizational and multitasking skills.
- Excellent verbal and written communication skills.
- Vendor management and negotiation.
- Knowledge about Requisitioning and Inventory
- Good knowledge of Excel, Word, and Google Workspace.
- Able to work autonomously with minimal or no supervision
- Good problem-solving and coordination skills.
- Maintenance costs, essential and otherwise
Preferred Qualifications
- Bachelor’s degree
- 3+ years of relevant working experience (Office Administration, Facilities Management, or Administrative)
- Previous experience in IT, Product, FinTech, or Startup preferable.
- Familiarity with office equipment management and purchasing
What We Offer
- Must have worked in a Product (FINTECH) based organization with a fast-paced environment
- Team-oriented and employee-centered work environment.
- Lots of learning and opportunities for growth.
- End-to-end experience in office operations and administration.
- Competitive salary, market-based, with performance-based increments.
Note: Interested candidates may send their resumes to [email protected]. Only shortlisted applicants will be contacted.
