About the role
About Us
Ignatiuz is
a digital transformation and intelligent workplace consulting company with
offices in the US (PA) and India (Indore). We focus on accelerating digital
performance through innovation and automation. Our team has worked with a
variety of Fortune 500 clients and is committed to delivering reliable,
high-quality solutions that drive business success.
Job
Description
We are
looking for a proactive, organised, and detail-oriented Associate –
Administration to manage day-to-day office administration, facilities,
vendor coordination, inventory, travel arrangements, and employee engagement
activities. The ideal candidate will ensure smooth office operations, maintain
a professional workplace environment, and coordinate effectively with internal
teams and external service providers.
Key
Responsibilities
1. Office
Administration & Operations
- Manage day-to-day office
administration and ensure smooth functioning of office operations.
- Maintain office records,
administrative documentation, contact lists, and relevant registers.
- Coordinate with internal teams
to address administrative requirements and operational needs.
- Ensure the office environment
remains organised, clean, professional, and well-maintained.
- Support the implementation and
maintenance of administrative policies and procedures.
2. Vendor
Management & Procurement
- Coordinate with vendors and
service providers for office-related requirements.
- Maintain vendor databases,
contact details, service records, and agreements.
- Manage the procurement of office
supplies and consumables, including stationery, beverages, snacks,
housekeeping materials, and other essentials.
- Track stock levels and ensure
timely replenishment of office supplies.
- Coordinate with vendors to
ensure timely delivery and quality of services.
3.
Facilities & Maintenance
- Coordinate maintenance of office
infrastructure, equipment, and utilities, including air conditioning,
lighting, power supply, water dispensers, and other facilities.
- Liaise with building management
and maintenance teams to resolve facility-related issues promptly.
- Coordinate housekeeping, pest
control, repairs, and other facility services.
- Conduct regular checks to ensure
workplace hygiene, safety, and basic facility standards.
- Report and follow up on
maintenance issues until resolution.
4. IT
Asset & Inventory Coordination
- Maintain records of office
assets, equipment, peripherals, and other inventory.
- Coordinate with the IT team for
laptop allocation, collection, repairs, and asset tracking.
- Maintain records of assets
issued to and returned by employees.
- Assist with periodic physical
verification of office inventory and assets.
5. Travel
& Logistics
- Coordinate travel bookings,
accommodation, local transportation, and other logistics for approved
business travel.
- Support employees and visitors
with travel-related arrangements.
- Coordinate meeting room
bookings, visitor arrangements, and other logistical requirements.
6. Events
& Employee Engagement
- Coordinate office celebrations,
festivals, team events, employee engagement initiatives, and other
internal activities.
- Manage event-related logistics,
venue arrangements, catering, decorations, and vendor coordination.
- Work closely with HR and other
teams to support employee engagement and workplace initiatives.
- Assist with new employee joining
arrangements, workspace readiness, and administrative onboarding and exit
formalities.
Requirements
- 2–4 years of experience in
office administration, facilities management, or operations.
- Strong organisational,
coordination, and time-management skills.
- Good verbal and written
communication skills.
- Proficiency in MS Excel, Word,
Outlook, and other standard office tools.
- Ability to coordinate with
multiple vendors, internal teams, and service providers.
- Strong follow-up skills and the
ability to manage multiple tasks simultaneously.
- A proactive approach to
problem-solving and attention to detail.
- Ability to work independently
and maintain confidentiality when handling employee and company records.
Preferred
Skills
- Experience working in an IT
company or corporate office environment.
- Exposure to vendor management,
office procurement, asset tracking, and facilities coordination.
- Experience organising employee
engagement activities and corporate events.
- Ability to identify operational
gaps and suggest improvements to office administration processes.
Key
Competencies
- Office Administration
- Facilities & Vendor
Management
- Inventory & Asset
Coordination
- Procurement of Office Supplies
- Travel & Logistics
Management
- Event Coordination
- Employee Support
- Documentation & Record
Management
- Communication &
Problem-Solving