Admin Specialist

Keywords: Administrative support, office management, calendar management, travel coordination, planning and executing corporate events, vendor management, budget tracking, multitasking, compliance and reporting

Description: Responsible for managing daily administrative operations, including record keeping, budgeting, inventory management and event coordination. Handle visitors and correspondence, support internal teams and ensure smooth and efficient office functioning.

Timings: 1 pm till 10 pm

Tasks:

Inventory Management

• Maintain accurate records of office inventory usage and consumption
• Monitor stock levels and proactively ensure the uninterrupted availability of essential supplies
• Oversee procurement and replenishment of items such as office supplies, kitchen materials, masks, tissues and other consumables

Vendor Management

• Maintain an updated database of approved vendors, payment terms and contact details
• Act as the primary liaison between the organization and vendors to ensure smooth communication and service delivery
• Coordinate vendor evaluations and support timely renewals of contracts or service agreements

Bills & Payments

• Record, verify and submit all bills to the accounts department for timely processing
• Maintain and reconcile petty cash for day-to-day operational expenses
• Keep organized records of payments, expenses and invoices
• Track and process utility, internet, maintenance and other building-related bills
• Ensure accuracy and compliance in all administrative payment procedures

Office Management & Maintenance

• Ensure smooth day-to-day functioning of office operations and facilities
• Oversee the maintenance and proper functioning of all office equipment (e.g., ACs, cameras, locks, lighting, etc.)
• Supervise support staff, including managing their shifts and cleaning/sanitization schedules
• Maintain overall office cleanliness and contribute to workspace improvements and aesthetics
• Handle confidential correspondence and documentation with discretion
• Enforce adherence to company SOPs, including safety, etc.
• Manage supply stock and coordinate preventive maintenance and timely repairs of office equipment

Asset Management & Maintenance

• Maintain accurate records of company assets assigned to employees, such as vehicles, mobile devices and other equipment
• Ensure all assets are properly documented, under warranty and serviced regularly as per policy
• Track asset condition, schedule maintenance and ensure compliance with company asset policies

Reporting & Documentation

• Prepare and submit weekly and monthly reports on administrative expenses, payments and office budgets
• Maintain and regularly update company databases
• Develop and manage a systematic filing and record-keeping process for confidential and official documents

Events & Employee Engagement

• Plan, organize and manage in-house and external corporate events
• Collaborate with HR for employee engagement activities, including birthdays, work anniversaries and team events
• Ensure smooth logistics and vendor coordination for all company events

Requirements:

• Proven work experience as an administrative officer, administrator or a similar role
• Bachelor’s degree in Business Administration or a related field
• Strong organizational and multitasking skills
• Proficient in Google Workspace, etc.
• Good knowledge of inventory, vendor and expense management
• Excellent communication and coordination skills
• Attention to detail and ability to handle confidential information
• Proactive, reliable and able to work independently

Job Type: Full-time

Work Location: In person