We are looking for a highly organized and proactive Office Administrator to oversee the day-to-day operations of our office. The ideal candidate should be capable of handling administrative tasks, coordinating with clients and vendors, maintaining office records, and supporting the architectural team to ensure smooth office functioning.
Key ResponsibilitiesOffice Administration
- Manage the daily operations of the office.
- Maintain office files, records, and documentation.
- Handle incoming calls, emails, and correspondence.
- Organize meetings and maintain office calendars.
- Ensure office supplies and stationery are adequately stocked.
- Coordinate maintenance of office equipment and facilities.
Client Coordination
- Welcome clients and visitors professionally.
- Schedule client meetings and follow up on appointments.
- Coordinate with clients regarding document submissions and approvals.
- Maintain client databases and communication records.
Accounts & Documentation
- Prepare quotations, invoices, payment requests, and receipts.
- Track client payments and follow up on pending dues.
- Maintain expense records and petty cash.
- Assist with GST, billing, and basic accounting documentation.
- Maintain contracts, agreements, and project files.
Project Coordination
- Coordinate with architects, consultants, contractors, and vendors.
- Track project timelines and maintain progress reports.
- Organize drawings, BOQs, specifications, and tender documents.
- Ensure documents are properly archived and shared with relevant team members.
HR & Administration Support
- Maintain employee attendance and leave records.
- Assist in recruitment scheduling and onboarding documentation.
- Coordinate travel bookings and accommodation when required.
- Support management with administrative and operational tasks.
Procurement & Vendor Management
- Coordinate purchases for office requirements.
- Obtain quotations from suppliers.
- Maintain vendor databases and payment records.
- Follow up on deliveries and purchase orders.
Digital & Office Systems
- Maintain digital filing systems.
- Organize cloud storage and project folders.
- Ensure data confidentiality and proper documentation practices.
- Support implementation of office procedures and workflow systems.
Requirements
- Bachelor's degree in Business Administration, Commerce, Management, or a related field.
- 2–5 years of experience in office administration or administrative support.
- Excellent communication skills in English and Malayalam (Hindi is an added advantage).
- Proficiency in Microsoft Office (Word, Excel, PowerPoint).
- Experience with Google Workspace.
- Strong organizational and multitasking skills.
- Ability to work independently and manage priorities.
- Basic accounting knowledge is preferred.
- Experience in an architecture, construction, or interior design firm is an added advantage.
Skills
- Excellent communication and interpersonal skills.
- Strong documentation and record management.
- Time management and organizational abilities.
- Professional phone and email etiquette.
- Problem-solving mindset.
- Attention to detail.
- Ability to handle confidential information.
- Professional and collaborative work environment.
- Career growth opportunities.
- Exposure to premium residential and commercial projects.
- Opportunity to work with experienced architects and consultants.
Pay: ₹12,000.00 - ₹15,000.00 per month
Work Location: In person
