About the Role:
Ashray Foundation is seeking a highly organized and dependable Administration Executive to ensure smooth functioning of office operations, asset and equipment management, vehicle oversight, and NGO-related documentation and compliance.
The ideal candidate is detail-oriented, disciplined, strong in documentation, and able to independently manage administrative systems and processes.
Key Responsibilities
1. Office & Operations Management
- Oversee day-to-day office operations and ensure smooth functioning of all administrative processes.
- Supervise housekeeping, office maintenance, workplace safety, and vendor coordination.
- Maintain stock of office supplies and oversee procurement through proper documentation and approvals.
- Manage travel bookings, logistical arrangements, and accommodation when required.
2. Asset, Equipment & Inventory Management
- Maintain updated records of all organizational assets, equipment, and IT devices.
- Conduct periodic physical verification of assets across offices and field units.
- Track issuance, movement, repairs, AMC, warranties, and disposal of equipment.
- Maintain an asset register, inventory logs, and tagging/labeling of equipment.
3. Vehicle & Transport Management
- Manage scheduling, logbooks, maintenance, servicing, and documentation of all organizational vehicles.
- Monitor driver attendance, behavior, compliance with safety protocols, and vehicle usage norms.
- Maintain fuel records, insurance renewal, PUC, RTO documentation, and vendor services.
4. Documentation, Board Governance & Compliance
- Prepare, maintain, and archive Board Meeting Minutes, Agendas, Resolutions, and Board-related documentation.
- Ensure safe and accessible filing of all legal, statutory, and organizational documents (digital & physical).
- Assist in timely completion of NGO compliance requirements such as:
- Society/Trust documentation
- FCRA-related filing upkeep (if applicable)
- 12A, 80G, CSR compliance documentation
- Annual reports, audit papers, and internal records
- Support auditors and consultants by providing administrative documentation and records.
- Maintain MoUs, agreements, contracts, and organizational policies.
5. Human Resource Administrative Support (Non-programmatic)
- Maintain attendance registers, leave records, and staff documentation.
- Support onboarding formalities (documentation, ID cards, asset issuance).
- Maintain personnel files and confidentiality protocols.
6. Communication & Reporting
- Draft professional emails, circulars, notices, office orders, and administrative reports.
- Maintain dashboards/logs for assets, vehicles, repairs, vendor payments, and compliance deadlines.
- Provide weekly/monthly administrative reports to senior management.
Qualifications
Education: Bachelor’s degree in Administration, Commerce, Management, or any relevant field
Additional certification in Office Administration, Operations, or Logistics preferred
Experience: 2–4 years in operations, administration, or office management
Preferred Background: Familiarity with Keka HRMS or any other asset management software and proficiency in MS Office (Word, Excel, PowerPoint). Preferred experience in non-profit/development sector organizations
Skills and Competencies
- Strong English communication (written & verbal)
- Excellent documentation and record-keeping skills
- Proficiency in MS Office (Excel/Word/PowerPoint) & Google Workspace
- Knowledge of operations, vehicles, logistics, and vendor management
- Basic understanding of NGO statutory documentation & compliance
- High integrity, confidentiality, and reliability
- Strong coordination and follow-up skills
Personal Attributes
- Professional, approachable, and reliable.
- Team player with the ability to work collaboratively across departments.
- Adaptable, proactive, and eager to learn and grow within the Admin function.
- Commitment to upholding the values and culture of Ashray Foundation.
Pay: From ₹20,000.00 per month
Work Location: In person
