Note: This role is intended for professionals who are seeking to build a long-term career in the nonprofit and animal welfare and animal rights sector, not those looking for a temporary transition from corporate.
A genuine passion for animal welfare and animal rights; and alignment with our mission are essential for success in this role. Candidates who do not have a sincere interest in animal welfare, animal rights, social impact, and purpose-driven work are encouraged NOT to apply, as mission alignment will be a key consideration throughout the selection process.
Position: Administrative Officer
Reports To: Chief Human Resources Officer (CHRO)
Location: Bengaluru, Karnataka (On-site)
Employment Type: Full-Time
About Sarvoham
Sarvoham Animal Foundation is dedicated to rescuing, treating, rehabilitating, and finding homes for injured, abandoned, and abused street animals. We are looking for a highly organized, proactive, and dependable Admin Executive who can ensure the smooth day-to-day functioning of our shelter and administrative operations.
Key Responsibilities
- Manage the daily administrative operations of the organization and ensure smooth functioning of all departments.
- Maintain office infrastructure, administrative records, filing systems, and documentation in both physical and digital formats.
- Procure office supplies, medical consumables, housekeeping materials, and other operational requirements while maintaining inventory records.
- Coordinate with vendors, service providers, landlords, utility providers, maintenance personnel, and contractors.
- Monitor facility maintenance including electricity, water supply, internet, security systems, housekeeping, pest control, and repairs.
- Handle asset management by maintaining records of equipment, furniture, vehicles, laptops, mobile phones, and other organizational assets.
- Manage vehicle documentation including insurance, fitness certificates, pollution certificates, permits, servicing schedules, and maintenance records.
- Ensure timely renewal of licenses, registrations, subscriptions, insurance policies, AMC contracts, and statutory documents.
- Assist HR with onboarding logistics, employee ID cards, workstation setup, accommodation arrangements, and employee documentation.
- Coordinate travel bookings, hotel reservations, transportation, and meeting arrangements for employees, consultants, donors, and visitors.
- Organize internal meetings, maintain meeting rooms, prepare meeting logistics, and record administrative action items.
- Maintain attendance registers, visitor logs, courier records, inward and outward registers, and office correspondence.
- Handle courier services, postal communications, document dispatch, and record tracking.
- Support finance by collecting invoices, purchase bills, quotations, vendor documentation, payment requests, and expense records.
- Obtain quotations from multiple vendors, negotiate prices, compare vendors, and ensure cost-effective procurement.
- Track purchase orders from request to delivery while maintaining procurement documentation.
- Maintain inventory levels and conduct periodic stock verification for administrative supplies.
- Ensure proper housekeeping standards and cleanliness across offices, shelter facilities, storage rooms, and common areas.
- Coordinate security personnel and ensure safety protocols are followed throughout the premises.
- Support event logistics including workshops, adoption drives, volunteer programs, fundraising events, and donor visits.
- Maintain confidential organizational records with professionalism and discretion.
- Develop, implement, and improve administrative SOPs to increase operational efficiency.
- Coordinate with every department to resolve operational and administrative issues promptly.
- Generate daily, weekly, and monthly administrative reports for management.
- Perform additional administrative duties assigned by the leadership team.
Required Qualifications
- Bachelor's degree in Business Administration, Commerce, Management, or a related field.
- 5+ years of experience in administration, office management, operations, or facility management.
- Experience working in NGOs, hospitals, veterinary clinics, healthcare organizations, or service industries is preferred.
Required Skills
- Excellent organizational and time management skills.
- Strong documentation and record-keeping abilities.
- Good verbal and written communication skills in English, Kannada, and Hindi are preferred.
- Strong negotiation and vendor management skills.
- Proficiency in Microsoft Office, Google Workspace, spreadsheets, and documentation software.
- Ability to multitask and prioritize work in a fast-paced environment.
- Strong problem-solving and decision-making skills.
- High attention to detail and accuracy.
- Ability to maintain confidentiality and handle sensitive information.
- Good coordination and interpersonal skills.
- Basic understanding of procurement, inventory management, and facility administration.
Preferred Qualities
- Passion for animal welfare and nonprofit work.
- Comfortable working in an active animal shelter environment.
- Highly proactive with a strong sense of ownership.
- Honest, dependable, and accountable.
- Calm under pressure and capable of handling emergencies.
- Willingness to work beyond regular hours when operational requirements demand.
- Continuous improvement mindset with the ability to build efficient administrative systems.
- Positive attitude and willingness to support multiple teams whenever required.
Success in This Role
- Administrative operations run smoothly with minimal supervision.
- Facilities remain well-maintained, safe, and operational.
- Inventory shortages and procurement delays are minimized.
- Documentation and compliance records remain accurate and up to date.
- Vendors and service providers are managed efficiently.
- Employees receive timely administrative support.
- Administrative processes become more efficient through continuous improvement.
- Leadership can rely on accurate records, organized systems, and proactive operational support.
Pay: Up to ₹40,000.00 per month
Benefits:
- Health insurance
- Paid sick time
- Paid time off
Ability to commute/relocate:
- JP Nagar VIII phase, Bengaluru, Karnataka: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
- What is your notice period, and when can you join Sarvoham if you are selected?
- Are you comfortable working around sick, injured, disabled, or terminally ill animals? Please explain briefly.
- Are you available to work on weekends, early mornings, evenings, or public holidays when required?
- Why do you want to work for an animal welfare organization like Sarvoham?
- Have you ever personally rescued or helped an injured, abandoned, or distressed animal? Please describe.
- Briefly describe your experience in administration.
- What administrative responsibilities have you handled in your previous role?
- Do you currently follow a vegetarian or vegan lifestyle? If yes, please specify what diet do you follow.
Experience:
- Admin: 5 years (Required)
Work Location: In person
