Administration Associate

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.