Role: Admin Officer
Location: Delhi
Job Summary -
As an Admin Officer, you will play a pivotal role in ensuring the efficient and
effective operation of our administrative functions. You will be responsible for various key result areas (KRAs) within administration, encompassing travel management, office management, inventory management, budget control, vendor management, and more. Your meticulous attention to detail, organizational skills, and ability to multitask will be crucial to your success in this role.
Role and Responsibilities
Travel Management:
· Arrange local and nationwide travel logistics, including vehicle bookings, hotel reservations, and ticket bookings.
· Identify and evaluate travel service vendors, negotiate agreements, and ensure document verifications.
· Coordinate travel arrangements for employees and guests, manage bills, and resolve disputes.
· Handle payments and share payment details with vendors.
Office Management:
· Plan and execute office and campus events, and manage administrative workflows.
· Oversee facility management, including space allocation, vendor selection, and contracts.
· Ensure office hygiene, maintenance, staff welfare, and catering services.
· Monitor repairs, maintenance, and vendor quality.
Inventory Management:
· Select and vet vendors, prepare agreements, and monitor vendor performance.
· Manage stock storage, item requests and quality control.
· Maintain stock registers, handle billing and coordinate payments.
Petty Cash Management:
· Maintain petty cash records, including invoices and reimbursement forms.
· Prepare consolidated expense reports for reimbursement.
Office Files Management:
· Allocate file numbers, maintain a file index and manage both physical and digital records.
Bill Management:
· Receive and verify bills, process payments and manage disputes.
· Coordinate payment details with vendors.
Vendor Management:
· Build and maintain relationships with various vendors.
· Schedule meetings, resolve issues and conduct market reviews.
Printing Support:
· Manage printing tasks, including business cards, brochures, reports, and other materials.
IT Management:
· Resolve IT-related issues, manage equipment, and facilitate equipment issuance.
· Oversee biometrics and identity card creation.
HR Support:
· Handle attendance and leave management.
· Assist in organizing staff events and activities.
· Support HR processes like hiring, interviews, and agreements.
Budget Management:
· Assist in preparing and adhering to the annual budget.
· Maintain records for future expense planning.
Business Continuity Planning (BCP):
· Plan and implement BCP measures, including facilities and workflow preparation.
Security Management:
· Ensure office security and monitor safety measures.
· Manage CCTV systems and maintain vigilance.
Keys and Access Management:
· Maintain key records and oversee access control. Couriers & Post Management:
· Handle incoming and outgoing mail and packages.
· Maintain records and process billing.
Assets Management:
· Maintain assets register, including billing records and processing.
Repairs & Maintenance:
· Oversee non-AMC repairs and maintenance. Government Liaison:
· Communicate with government offices, police, transport departments, and more as needed.
Executive Support:
· Act as a point of contact between executives and internal/external clients.
· Handle communications, messages and correspondence.
· Produce reports, presentations and briefs as required.
General Administrative Duties:
· Supervise service personnel.
· Ensure the smooth flow of information within the company.
· Coordinate administrative procedures and systems.
Qualifications:
· Bachelor's Degree in Business Administration or related field.
· Proven experience in administrative roles.
· Strong organizational and multitasking skills.
· Excellent communication and interpersonal abilities.
· Proficiency in MS Office and relevant software.
· Attention to detail and problem-solving skills.
Work Location: In person
