ROLE PURPOSE
To own the end-to-end administrative function of the India office - travel, corporate gifting and events, local asset control, facilities and vendor coordination - and to act as the single point of contact between the India operation and regional teams across the group. The candidate is expected to operate with minimal supervision.
KEY RESPONSIBILITIES
Travel Management Manage end-to-end business travel for the India office and for regional / Head Office colleagues visiting India - flight and hotel bookings, visa documentation and processing, ground transport, and airport assistance
Negotiate and maintain rate agreements with travel agencies, airlines and hotels against approved travel budget Process travel advances, verify travel claims against policy, and reconcile expenses with Finance Corporate Gifting & Events
Own the annual corporate gifting calendar for customers, business partners and employees, including festive and seasonal campaigns
Source, evaluate and negotiate with gifting vendors, manage sample approvals, branding, quality checks and timely delivery
Plan and execute local events in line with approved budget - customer meets, dealer engagements, team celebrations and long-service recognition.
Submit post-event cost reconciliation and closure reports. Local Asset Management Engage and manage local vendors for IT and non-IT asset purchases - obtain competitive quotations, negotiate pricing and commercial terms, and maintain a reliable supplier base Place purchase orders in accordance with the approved authority matrix and the IT Asset Allocation Policy, verifying grade-based entitlement and approvals before committing any order
Track delivery lead times and verify deliveries against purchase orders, and manage timely returns/replacements with the vendor
Coordinate with IT for setting up and configuring IT assets and for handover to the end user
Maintain a complete and accurate asset register for all India-based IT and non-IT assets - laptops, mobile devices, furniture, office equipment and fixtures.
Conduct periodic physical verification, reconcile against the register, and report discrepancies Local Coordination & Office Administration
Run day-to-day office operations - facilities upkeep, housekeeping, security, pantry, utilities, courier and office supplies
Manage petty cash, administrative purchase requisitions and monthly admin cost tracking against budget
Act as the primary liaison and coordinate regularly with the Head-Office and Regional administration team across group locations on shared processes and group-wide administrative initiatives
Work closely with cross-functional teams across the group to support their administrative requirements and ensure smooth information flow between functions Support onboarding and exit formalities for India-based staff from an administrative and asset standpoint
Provide monthly reporting of the budget vs. actual admin cost in the formats required by Head Office Ad-hoc Activities Undertake other ad-hoc tasks and support activities as required to ensure smooth, uninterrupted day-to-day office management and administration Support one-off projects such as office moves, refurbishments, policy implementations and system rollouts.
CANDIDATE REQUIREMENTS
Graduate in any discipline – Minimum Bachelors qualification Minimum 5 years of experience in office administration, facilities or travel desk management Demonstrated experience in vendor negotiation and administrative cost control Sound understanding of travel documentation, visa processes and expense control Proficiency in written and spoken English
Job Type: Full-time
Pay: ₹500,000.00 - ₹600,000.00 per year
Application Question(s):
- Are you open to travel to office 5 days a week in Gurgaon Sector 113
- How many years of Office Administration experience do you have
- Do you have understanding of travel documentation, visa processes and expense control
Work Location: In person
