Location: Kolkata
Function /Division: Business Support / Administration
Your Role:
The Assistant Manager – Business Support will be part of the Regional BZ team and will provide day-to-day administrative and logistical support to ensure smooth functioning of the regional office. The role involves handling IVR calls, coordinating travel and logistics, supporting procurement processes, supervising housekeeping staff, maintaining attendance records and assisting in organising office events and meetings.
The role requires strong coordination skills, responsiveness, attention to detail, and the ability to work with multiple internal and external stakeholders.
Key Responsibilities:
1. Front Desk & IVR Management
- Handle incoming calls through the IVR system and ensure timely and appropriate call answering.
- Maintain call logs and escalate issues to concerned teams when required.
- Ensure professional and courteous communication at all times.
2. Travel & Logistics Coordination
- Coordinate travel bookings for regional staff, including air/train tickets, local transport, and accommodation, as per organisational travel policy.
- Liaise with empanelled travel vendors and ensure cost-effective bookings.
- Maintain travel records, invoices, and supporting documents for accounts processing.
- Address travel-related issues and provide real-time support to travelling staff.
3. Procurement Support
- Assist the regional business manager procurement process in line with organizational procurement policies.
- Assist in obtaining quotations, sourcing new vendors, follow up on purchase orders, and vendor coordination.
- Maintain procurement documentation and records for audit and compliance purposes.
- Coordinate with vendors for timely delivery of goods and services.
4. Housekeeping & Office Maintenance
- Supervise housekeeping staff and ensure cleanliness and upkeep of the office premises.
- Monitor housekeeping schedules and ensure adequate supplies of cleaning and pantry materials.
- Coordinate minor repairs and maintenance with vendors and service providers.
- Ensure a safe, hygienic, and welcoming office environment.
5. Event & Meeting Support
- Provide administrative and logistical support for office meetings, workshops, trainings, and regional events.
- Coordinate venue arrangements, refreshments, stationery, and other logistics.
- Support event setup, coordination on the day of the event, and post-event wrap-up activities.
6. Records & Coordination
- Maintain administrative records, vendor details, and service agreements.
- Support audits, inspections, and compliance-related documentation as required.
Qualifications & Experience
- Graduate in any discipline.
- 4–7 years of relevant administrative experience, preferably in an NGO, development sector, or mid-size organisation.
- Experience in travel coordination, vendor management, and office administration is essential.
Skills & Competencies
- Good communication skills in English and Hindi (regional language preferred).
- Strong coordination and follow-up skills.
- Ability to multitask and work under timelines.
- Basic knowledge of procurement processes and documentation.
- Proficiency in MS Office (Word, Excel, email).
- Professional, service-oriented, and solution-focused approach
