Position Title: Office Administrator
Department: Administration
Reports To: Sr. Manager - People & Culture
Employment Type: Full-Time
Travel Requirement: As required
License Required: Valid 2-Wheeler & 4-Wheeler Driving License
ROLE SUMMARY
We are looking for a proactive and resourceful Office Administrator to ensure the smooth day-to-day functioning of our office operations. The ideal candidate will be a versatile professional capable of managing administrative tasks, vendor relationships, IT assets, and travel logistics, while collaborating closely with the People & Culture and Finance teams.
KEY RESPONSIBILITIES
General Administration
- Oversee and manage all day-to-day office administration activities to ensure a well-organised, efficient workplace.
- Maintain office cleanliness, safety standards, and overall facility upkeep.
- Handle incoming and outgoing correspondence, courier management, and document filing.
- Coordinate office maintenance, repairs, and liaise with building management as needed.
Vendor Management
- Identify, evaluate, and onboard vendors for office supplies, maintenance, and other services.
- Negotiate contracts, manage vendor relationships, and ensure timely delivery of services.
- Raise purchase orders and coordinate with the Finance team for timely vendor payments.
- Maintain an updated vendor database and track service agreements and renewals.
IT Assets & Inventory Management
- Maintain a comprehensive register of all IT assets including laptops, desktops, peripherals, and other equipment.
- Coordinate IT asset allocation, collection during onboarding/offboarding, and periodic audits.
- Track inventory levels and proactively raise requests for replenishment.
- Liaise with IT vendors and service providers for repairs, AMC, and replacements.
Stationery & Office Supplies
- Manage procurement, storage, and distribution of stationery and office consumables.
- Track usage patterns, maintain stock registers, and ensure cost-effective procurement.
- Coordinate with the Finance team for budget management and expense reporting related to supplies.
Coordination with People & Culture and Finance Teams
- Collaborate with the People & Culture team for onboarding logistics, workspace setup, and offboarding processes.
- Support the Finance team with invoice processing, expense submissions, and petty cash management.
- Assist in planning and execution of employee engagement events, town halls, and office gatherings.
Travel & Accommodation Management
- Manage end-to-end travel bookings including flight tickets, train/bus reservations, and hotel accommodations for team members.
- Ensure travel arrangements comply with the company's travel policy and budget guidelines.
- Maintain accurate records of all travel bookings and associated costs.
- Handle last-minute changes, cancellations, and travel-related support proactively.
Field & Operational Support
- Travel within and outside the city as required to support operations, vendor meetings, or official errands.
- Drive a 2-wheeler or 4-wheeler for office-related tasks such as bank errands, vendor visits, and document delivery.
- Ensure vehicle maintenance and compliance with traffic regulations during official travel.
QUALIFICATIONS & REQUIREMENTS
Education & Experience
- Bachelor's degree in Business Administration, Commerce, or a related field.
- 1-3 years of experience in office administration or a similar role.
- Prior experience in vendor management and IT asset tracking is an advantage.
Skills & Competencies
- Strong organisational and multitasking abilities with high attention to detail.
- Proficiency in MS Office Suite (Word, Excel, Outlook) and ERP tools.
- Excellent verbal and written communication skills.
- Ability to work independently, manage time effectively, and prioritise tasks.
- Strong interpersonal skills with the ability to coordinate across departments.
Licensing & Mobility
- Valid driving license for both 2-Wheeler and 4-Wheeler - mandatory.
- Must own or have access to a 2-wheeler for local travel requirements.
- Willingness to travel locally and outstation as per business requirements.
Location Preference Candidates currently residing in Calicut (Kozhikode) or the surrounding areas will be given preference in the selection process.
WHAT WE OFFER
- Competitive compensation commensurate with experience.
- Dynamic and collaborative work environment.
- Opportunities for professional growth and development.
- Travel allowances and reimbursements as per company policy.
This job description is intended to outline the general nature and level of work performed. It is not exhaustive and may be updated as business needs evolve.
Benefits:
Work Location: In person
