SWARAN SOFT SUPPORT SOLUTIONS PVT. LTD.
Tech Simplified
Gurugram, India | UAE| Estonia | USA
JOB DESCRIPTION
Office Administrator
Job Title
Office Administrator
Department
Administration & Operations
Reporting To
COO / Founder & CEO
Location
Gurugram, Haryana (On-site)
Employment Type
Full-Time, Permanent
Travel Requirement
Own two-wheeler / bike (mandatory for local errands & vendor visits)
Swaran Soft Support Solutions Pvt. Ltd. is an enterprise AI and digital transformation company headquartered in Gurugram, with offices in the UAE, Estonia, and the USA. Our Agentic AI Consulting & Managed Services division partners with enterprises across India and the Middle East to deploy intelligent automation, multilingual AI agents, and open-source workflow orchestration platforms. We are a fast-growing team that values ownership, agility, and execution excellence.
We are looking for an energetic, dependable, and hands-on Office Administrator to own the smooth day-to-day functioning of our Gurugram office. This role is the operational backbone of the office — managing everything from vendor relationships and petty cash to housekeeping, pantry supplies, courier logistics, and office events. The ideal candidate is a self-starter who takes pride in keeping things organised and running like clockwork, with the confidence to liaise with external agencies, building management, and internal teams alike.
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Ensure the office environment is clean, well-maintained, and fully operational at all times.
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Manage housekeeping staff schedules, supervise cleaning quality, and handle pantry supplies (tea, coffee, snacks, water, stationery).
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Coordinate with building management for maintenance, parking, security passes, and access cards.
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Oversee office infrastructure including furniture, IT peripherals, ACs, printers, UPS, and electrical fittings — schedule preventive maintenance and prompt repairs.
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Maintain an up-to-date inventory of office supplies, consumables, and assets; trigger timely reorders.
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Identify, negotiate with, and manage relationships with vendors for office supplies, housekeeping services, AMC contracts, catering, courier, and facility services.
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Raise purchase orders, track deliveries, verify invoices, and coordinate vendor payments with the finance team.
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Maintain a vendor register with contract terms, renewal dates, and performance records.
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Source and evaluate new vendors periodically to ensure competitive pricing and quality.
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Manage all inbound and outbound courier dispatches; maintain a courier log with tracking details.
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Handle bank visits, government office errands, document submissions, and collections as required.
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Own two two-wheeler / bike is mandatory for running local errands, vendor site visits, and urgent pickups/drops across Gurugram.
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Maintain petty cash with accurate daily records; reconcile weekly with the finance team.
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Process reimbursement requests, utility bill payments, and small procurement expenses.
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Ensure all expenses are documented with receipts and filed systematically.
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Organise team celebrations, festivals, birthday acknowledgements, and informal office events.
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Coordinate logistics for meetings, client visits, and townhalls — including room setup, refreshments, and AV equipment.
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Support onboarding logistics for new joiners: workstation setup, access cards, welcome kits, and orientation coordination.
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Act as the primary point of contact between the office and external agencies (building admin, security, ISPs, pest control, electricians, plumbers).
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Coordinate with internal teams (HR, Finance, IT) for cross-functional admin requirements.
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Handle travel desk support if required — cab bookings, hotel reservations, and guest logistics for visiting team members or clients.
Experience
4 to 10 years in office administration, facility management, or a similar operations role
Education
Graduate in any discipline (BBA / B.Com preferred but not mandatory)
Location
Must be based in Gurugram or willing to relocate immediately
Transport
Own bike / two-wheeler (mandatory) with valid driving licence
Languages
Fluent in Hindi and English (spoken and written)
Tech Comfort
Proficient in MS Office / Google Workspace; comfortable with WhatsApp-based coordination and digital expense tools
Strong liaison and negotiation skills with vendors, building management, and external agencies. Excellent organisational and multitasking ability — can juggle multiple priorities without dropping the ball. Proactive problem-solver who anticipates needs rather than waiting for instructions. High attention to detail in record-keeping, inventory, and cash management. Energetic, physically active, and comfortable with fieldwork and local travel on a daily basis. Trustworthy, dependable, and maintains confidentiality with sensitive office matters. Positive attitude, team-player mindset, and willingness to go the extra mile during high-pressure periods.
Competitive salary aligned with experience and market standards. A dynamic, fast-growing AI company where your contribution is visible and valued. Exposure to enterprise clients and a professional work environment. A collaborative leadership team that respects ownership and initiative. Fuel / conveyance allowance for local travel.
Swaran Soft Support Solutions Pvt. Ltd.
http://swaransoft.com |Gurugram, Haryana
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