About the role
- A proactive, detail-oriented approach with strong ownership and follow-up mindset
- Excellent multitasking and organizational skills to manage administrative work across multiple locations
- Proven vendor management and coordination experience, including invoice verification and documentation
- The ability to travel between offices, warehouses, and vendor locations, with your own two-wheeler/vehicle
- Good working knowledge of MS Excel and MS Word, with comfort picking up new tools and systems quickly
- An empathetic, service-oriented approach towards supporting employees and resolving their queries
- Prefer a desk-only role with no travel between office and warehouse locations
- Are uncomfortable coordinating daily with multiple vendors, teams, and service providers
- Need constant supervision to manage recurring administrative, facility, or logistics tasks
- Do not have access to a two-wheeler/vehicle for local official travel
- Vendor Management
- Facility & Asset Coordination
- Inventory & Stationery Management
- Invoice Verification & Documentation
- Travel & Logistics Coordination
- Employee Support & Query Resolution
- Multitasking & Organizational Skills
- Follow-up and Ownership Mindset
- Active Listening & Problem-Solving
- High Attention to Detail and Accuracy
- MS Excel and MS Word Proficiency
- Cross-Functional Team Coordination
- Manage day-to-day administrative activities for the Delhi (Okhla – Head Office), Gurgaon Office, Delhi Warehouse, Faridabad Warehouse, and any future office or warehouse locations
- Ensure smooth functioning of office facilities and maintain a clean, safe, and organized workplace
- Coordinate with housekeeping staff/office boys to ensure timely cleaning and maintenance of office premises
- Monitor and maintain office housekeeping supplies and consumable inventory
- Maintain adequate stock of office/warehouse stationery and ensure timely procurement
- Manage pantry consumables such as tea, coffee, sugar, disposable items, etc.
- Track inventory consumption and prevent shortages
- Coordinate repair and maintenance of office/warehouse assets and infrastructure, including air conditioners, gates and locks, electrical switches and fittings, water taps and plumbing, furniture and fixtures, and joining kits/office setup requirements
- Coordinate with vendors for preventive and corrective maintenance
- Ensure timely closure of maintenance requests
- Verify vendor invoices against approved Purchase Orders/Stock received
- Coordinate with the Finance team for invoice processing and payment follow-ups
- Maintain records of invoices, quotations, and vendor documentation
- Build and maintain healthy relationships with vendors
- Coordinate with the IT team for collection and dispatch of IT assets from one office to another via porter
- Connect with IT-Admin for internet connectivity issues and timely resolution
- Coordinate dispatch of office materials and assets between offices and warehouses using logistics partners (e.g., Porter)
- Ensure timely delivery of dispatched items and track shipments until successful delivery
- Compile and share employee expense reimbursement data with the Finance team for processing
- Assist employees with administrative support and resolve routine queries promptly
- Coordinate travel arrangements including flight bookings, train ticket bookings, and hotel accommodation as required for employees or business travel
- Arrange cakes for monthly birthday celebrations
- Coordinate snacks, refreshments, and other eatables for employee engagement activities and office events
- Support the planning and execution of internal employee engagement initiatives
- Coordinate effectively with HR, Finance, IT, Procurement, and other internal departments
- Ensure timely follow-up on assigned tasks until closure
- Maintain accurate administrative records, reports, and documentation
- Suggest improvements to administrative processes for better efficiency
- Vendor Management
- Facility Management
- Office Administration
- Inventory & Stationery Management
- Asset Maintenance Coordination
- Travel & Logistics Coordination
- Invoice Processing
- Employee Support
- Employee Engagement
- Cross-Functional Coordination
- Friendly atmosphere
- High learning & personal growth opportunity
- Flexible Timings
- Diverse work environment