Office Administrator
Organization: Bhavyata Foundation
Location: Mumbai
Reporting To: Program Head
About Bhavyata Foundation
Bhavyata Foundation is a charitable trust dedicated to empowering communities through education, nutrition, livelihoods, sustainability, heritage preservation, artisan empowerment, and rural development. The Foundation works closely with government schools, Anganwadis, artisans, communities, donors, and corporate partners to create sustainable social impact.
Position Summary
The Office Administrator will serve as the backbone of the Foundation’s operations, ensuring smooth coordination between donors, well-wishers, partners, project teams, vendors, and management. The role requires a highly organized, proactive, technology-savvy individual who can manage communications, documentation, reporting, office administration, and stakeholder engagement efficiently.
Key Responsibilities1. Donor & Well-Wisher Relationship Management
- Maintain and regularly update donor, supporter, and stakeholder databases.
- Coordinate donor communications, acknowledgements, thank-you letters, and impact updates.
- Build and nurture relationships with donors, well-wishers, corporate partners, and volunteers.
- Schedule meetings, calls, and follow-ups with prospective and existing supporters.
- Assist in fundraising campaigns and donor engagement activities.
2. Public Relations & Outreach Support
- Act as the first point of contact for external inquiries.
- Coordinate with media representatives, partners, institutions, and community stakeholders.
- Assist in preparing presentations, brochures, newsletters, and communication materials.
- Support visibility initiatives and public engagement activities of the Foundation.
3. Email & Communication Management
- Manage official email correspondence.
- Draft professional emails, letters, meeting notes, and follow-up communications.
- Maintain communication records and ensure timely responses.
- Coordinate internal and external communications on behalf of the Foundation.
4. Business Development & Cold Calling
- Conduct research on potential donors, CSR partners, educational institutions, and supporters.
- Make introductory calls and follow-up calls to prospective partners and supporters.
- Schedule meetings for leadership with potential donors and stakeholders.
- Maintain outreach and follow-up trackers.
5. Reporting & Documentation
- Assist project teams in preparing project reports, impact reports, donor reports, and presentations.
- Compile data and information received from various projects.
- Maintain digital and physical records of projects, donors, partnerships, and compliance documents.
- Support proposal preparation and documentation requirements.
6. Project Backend Coordination
- Provide administrative support to all Foundation projects and initiatives.
- Coordinate with field teams for data collection, documentation, and updates.
- Track project milestones, deadlines, and reporting requirements.
- Assist in organizing events, workshops, training programs, and stakeholder meetings.
7. Office Administration
- Manage office supplies, stationery, equipment, and vendor coordination.
- Maintain office records, filing systems, and inventory.
- Coordinate travel, logistics, meetings, and appointments.
- Ensure smooth day-to-day functioning of the office.
8. Technology & Systems Management
- Maintain digital databases and cloud-based documentation systems.
- Use MS Office tools extensively for reporting and presentations.
- Assist in implementing technology solutions for improved operational efficiency.
- Manage data entry, spreadsheets, dashboards, and reporting systems.
Required Qualifications
- Graduate in Commerce, Management, Administration, Communications, Social Sciences, or related field.
- 2–5 years of experience in office administration, NGO operations, stakeholder management, or related roles.
- Experience in donor relations, customer relationship management, or office coordination will be preferred.
Required SkillsTechnical Skills
- Proficiency in Microsoft Office Suite:
- MS Excel (advanced)
- MS Word
- MS PowerPoint
- Outlook
- Proficiency in Google Workspace (Docs, Sheets, Drive, Forms).
- Comfortable using CRM systems, databases, and cloud-based tools.
- Strong report-writing and presentation skills.
Core Competencies
- Excellent verbal and written communication skills.
- Strong interpersonal and relationship management abilities.
- Professional telephone etiquette and confidence in cold calling.
- High level of organization and attention to detail.
- Ability to manage multiple tasks and deadlines simultaneously.
- Problem-solving mindset and proactive approach.
- Ability to maintain confidentiality and professionalism.
Preferred Attributes
- Passion for social impact and community development.
- Ability to work independently and take ownership.
- Strong follow-up and coordination skills.
- Tech-savvy with a willingness to learn new digital tools.
- Positive attitude, integrity, and commitment to the Foundation’s mission.
Key Performance Indicators (KPIs)
- Timely donor and stakeholder communication.
- Accuracy and completeness of reports and documentation.
- Effective management of office operations and supplies.
- Number of successful outreach calls and follow-ups completed.
- Timely project coordination and administrative support.
- Quality of presentations, reports, and communication materials.
- Database accuracy and record management standards.
Pay: From ₹15,000.00 per month
Work Location: In person
