The Administrative Assistant performs a variety of clerical tasks to support managers, employees, and visitors. The primary goal is to maintain an efficient, organized, and welcoming working environment and manage document related work (Example: Printing, Scanning, compiling documents, keeping track of documentation, Filing documents appropriately)
Key Responsibilities:
Front Desk activity & Communication
- Answering phone calls / taking notes as required: Route inquiries, take clear messages for best communication management.
- Greeting visitors: Welcome clients, guests, and vendors professionally and manage sign-in logs.
- Managing correspondence: Sort, distribute, and reply to emails, physical mail, and incoming packages.
Calendar & Meeting Coordination
- Scheduling appointments: Coordinate staff diaries, prevent calendar conflicts, and book rooms.
- Organizing meetings: Prepare required documents, set up tech/video calls, and order catering.
- Taking minutes: Attend meetings to record detailed notes and distribute action items later.
Record Keeping & Data Management
- Filing systems: Create and update accurate digital and physical records for easy retrieval.
- Data entry: Input data into internal databases, tracking logs, and basic spreadsheets.
- Document preparation: Draft, proofread, and edit letters, reports, invoices, or presentations.
Office Operations & Supply Logistics
- Inventory management: Track supply levels, check break rooms, and reorder stationery or snacks.
- Vendor liaison: Coordinate with delivery services, maintenance staff, and facility technicians.
- Facility upkeep: Maintain a tidy reception area, clean conference spaces, and resolve minor equipment malfunctions.
Report generation if needed for financial reconciliation:
- Expense reports: Process employee expense requests, reconcile basic receipts, and track local petty cash.
- Onboarding support: Assist HR with new hire paperwork, training schedules, and building access badges.
Core Requirements & Skills
- Software Proficiency: Experienced in tools like Microsoft Office (Word, Excel, PowerPoint) or Google Workspace.
- Communication: Strong verbal and written communication skills with a polite tone of voice for effective working environmentin the office space.
- Time Management: Proven ability to multitask, shift priorities fast, and meet tight deadlines.
- Attention to Detail: Ability to do data tracking, editing, and managing schedules.
- Discretion: High level of integrity when dealing with sensitive, confidential company data.
Qualifications & Experience
- Education: High school diploma or GED equivalent is standard; an associate or bachelor's degree in law or related field is a plus.
- Experience: 1–3 years in an administrative, clerical, or customer service role is preferred but not always mandatory.
Pay: ₹9,000.00 - ₹20,000.00 per month
Benefits:
Ability to commute/relocate:
- Churchgate, Mumbai, Maharashtra: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Office Assistant: 1 year (Required)
Work Location: In person
