Office Administrator

Job details

Office Administration :

Experience : 4 to 5 years

Job Description :

1. Office Administration and Front Desk Management

Manage the day-to-day administrative operations of the office and ensure smooth functioning of the workplace.
Handle the reception/front desk, greet visitors, clients, vendors, and guests professionally.
Receive and direct incoming calls, messages, emails, and visitors to the appropriate person or department.
Maintain a professional and welcoming front-office environment.
Coordinate appointments, schedules, and visitor requirements.
Monitor office facilities and report maintenance, housekeeping, electrical, internet, or other operational issues.
Ensure that office policies, procedures, and administrative requirements are followed.
Assist management and employees with general administrative requirements whenever needed.

2. HR & Staff Coordination

Maintain employee-related records, documents, joining forms, attendance records, leave records, and other HR documentation.
Coordinate staff meetings, internal communications, celebrations, events, and other employee-related activities.

3. Documentation & Record Keeping

Maintain systematic physical and digital records of office documents and administrative information.
Organize files, invoices, bills, employee documents, vendor records, contracts, correspondence, and other important documents.
Ensure documents are properly named, categorized, filed, and easily retrievable.
Maintain confidentiality of employee, financial, vendor, and organizational information.
Regularly update records and databases to ensure information remains accurate and current.
Track important documents, renewals, agreements, licenses, and other administrative deadlines.

4. Inventory, Stationery & Pantry Management

Monitor office inventory, stationery, pantry supplies, cleaning materials, and other regularly used items.
Identify items that need to be reordered before stock runs out.
Coordinate with vendors for purchasing stationery, office supplies, pantry items, and other requirements.

5. Petty Cash & Expense Tracking

6. Courier, Logistics & Vendor Coordination

Manage incoming and outgoing courier, postal, and document deliveries.
Maintain courier records, tracking details, dispatch information, and delivery acknowledgements.
Coordinate with vendors for office supplies, maintenance, housekeeping, repairs, printing, and other services.
Obtain quotations and communicate requirements clearly to vendors.
Follow up with vendors regarding pending orders, deliveries, services, payments, and complaints.
Maintain an updated vendor database with contact details and service information.
Ensure vendors meet agreed timelines and office requirements.

7. Communication

Handle communication with customers, donors, visitors, clients, and other external stakeholders in a professional manner.
Respond to routine inquiries through phone, email, and other communication channels.
Direct queries to the appropriate team member when the matter requires specialized assistance.
Maintain proper records of important communications and follow-ups.

8. Basic Accounting Support

Provide basic administrative support to the accounts team.
Assist in recording and organizing bills, invoices, receipts, payment documents, and expense statements.
Verify basic details on invoices such as vendor name, date, amount, description, and supporting documents.
Maintain organized records of office expenses and vendor bills.
Assist with petty cash reconciliation and expense tracking.
Coordinate with vendors regarding invoices, bills, and payment-related documentation.
Assist in preparing basic expense summaries and reports.
Maintain confidentiality of financial information.

9. MS Office - Word, Excel and Internet Operations

Prepare professional letters, notices, reports, forms, documents, and correspondence using MS Word.
Use MS Excel for maintaining records, preparing trackers, expense sheets, inventory reports, attendance records, and basic calculations.
Use email platforms for professional communication, follow-ups, document sharing, and coordination.

Pay: ₹15,000.00 - ₹30,000.00 per month

Work Location: In person