The DesignBOX is looking for someone who can become the operational backbone of our office.
This is not a role where you wait for instructions all day. We need someone who notices what needs to be done, follows up without being reminded, keeps information organised and ensures the office continues to function smoothly even when the founders are not physically present.
You will work closely with the partners and act as a link between the founders, the team, vendors, contractors and other external stakeholders.
The role combines office administration, executive assistance, basic accounts coordination, team follow-ups and calendar management. The work itself is not complicated, but it requires consistency, discipline, common sense and a strong sense of responsibility.
What You Will Be Responsible ForOffice and Team Coordination
- Manage the day-to-day functioning of the office.
- Maintain staff attendance, leave records and basic administrative documentation.
- Take regular work updates from team members and share clear, concise summaries with the partners.
- Follow up on pending tasks and ensure that commitments and deadlines are not forgotten.
- Help maintain office systems, processes, files and records.
- Coordinate with service providers and ensure routine office requirements are handled on time.
Founder and Calendar Support
- Manage calendars, meetings, appointments, reminders and schedules for the partners.
- Keep track of important conversations, pending decisions and follow-ups.
- Coordinate meetings with clients, vendors, contractors and other stakeholders.
- Prepare basic information, documents or updates required before meetings.
- Act as a dependable point of contact when the founders are unavailable.
Billing, Documentation and Follow-ups
- Assist with preparing invoices, bills, payment follow-ups and basic accounts-related records.
- Maintain organised physical and digital filing systems.
- Coordinate with the accountant and internal team for required documents.
- Regularly follow up with vendors, contractors and clients for quotations, invoices, payments, documents and other pending information.
- Maintain trackers so that information is easy to retrieve and nothing gets lost in WhatsApp chats, emails or verbal conversations.
Who We Are Looking For
- Someone who understands that professional work requires systems, punctuality and discipline.
- Someone who can work independently after understanding the process.
- Someone who is organised, observant and comfortable taking ownership.
- Someone who does not respond with “I don’t know” without first trying to find the answer.
- Someone who is a quick learner and stays aware of new tools, technology and developments around them.
- Someone who can communicate confidently and respectfully with team members, clients, vendors and contractors.
- Someone who understands confidentiality and can be trusted with sensitive business and personal information.
- Someone who is comfortable following up repeatedly without becoming careless or hesitant.
- Someone who can stay calm when several small tasks need attention at the same time.
Essential Skills
- Strong working knowledge of Microsoft Office, especially Word, Excel, PowerPoint and Outlook.Comfortable using Google Workspace, including Google Docs, Sheets, Drive and Calendar.
- Good written and spoken English.
- Clear WhatsApp, email and telephone communication.
- Basic understanding of invoicing, billing, record keeping and documentation.
- Ability to create and maintain trackers, reports, schedules and filing systems.
- Comfort with learning new software and digital tools.
- Good numerical accuracy and attention to detail.
Experience and Qualification
- Graduate in any discipline.
- Prior experience in office administration, executive assistance, coordination, operations or a similar role is preferred.
- Freshers may apply only if they are highly organised, confident with software and genuinely willing to learn how a professional organisation functions.
This Role May Not Be Suitable for You If
- You need repeated reminders to complete routine tasks.
- You are uncomfortable using Excel, email, calendars or digital tools.
- You wait for every task to be individually assigned.
- You find regular follow-ups difficult.
- You are casual about punctuality, documentation or office discipline.
- You are looking for a role with fixed, repetitive work and no responsibility beyond a checklist.
Role Details
- Position: Office Administrator & Executive Assistant to Founders
- Company: The DesignBOX
- Employment Type:Full-ti me
- Location: Andheri East, Mumbai
- Reporting To: Founding Partners
Pay: ₹20,000.00 - ₹45,000.00 per month
Application Question(s):
- Are you available to join on immediate basis?
Experience:
- Administration: 1 year (Required)
Work Location: In person
