Admin / Office Administrator & Founder Support

LUNAR WAVE LLC

Admin / Office Administrator & Founder Support

• Location: Work From Office (Wagle Estate, Thane)
• Job Type: Full-Time
• Working Hours: 10 AM 7 PM
• Working Days: Monday to Saturday
• Company Description

Lunar Wave LLC is a fast-growing digital products company that builds and scales global brands through performance marketing. The company creates and markets digital products using data-driven strategies and high-performing ad creatives across channels like Meta, Instagram, and TikTok. It is a fast-paced startup environment that emphasises execution, continuous testing, and measurable results.

• About the Role

We are looking for an organized, proactive, and responsible Admin / Office Administrator to manage the day-to-day administrative and facility operations of our office. You will make sure the office is well-stocked, clean, functional, and comfortable for employees and candidates. The role also includes direct support to the Founder with day-to-day administrative tasks, document handling, external follow-ups, and local errands. It needs strong coordination, follow-up, attention to detail, discretion, and ownership of routine operations.

• Key Responsibilities

1. Office Supplies & Inventory

• Maintain trackers for stationery, snacks, pantry supplies, coffee, cleaning supplies, and other consumables
• Check stock levels regularly and identify items to replenish
• Place orders and coordinate timely delivery
• Keep records of purchases, consumption, and pending orders

2. Pantry & Coffee Management

• Keep regular stock of coffee, tea, sugar, milk, snacks, and other pantry items
• Monitor coffee consumption and replenish on time
• Keep the pantry and coffee area clean and organized

3. Employee Support & Hospitality

• Coordinate birthday cakes and basic arrangements for employees
• Support employee requirements related to office facilities
• Help organize internal celebrations and office activities

4. Candidate Hospitality

• Welcome candidates arriving for interviews and guide them to the waiting/interview area
• Offer basic hospitality such as water or coffee
• Inform the concerned interviewer when a candidate arrives
• Ensure candidates have a professional and comfortable experience

5. Office Maintenance

• Monitor the condition of the office and identify maintenance needs
• Coordinate issues related to AC, Wi-Fi, electricity, plumbing, furniture, and appliances
• Maintain a maintenance tracker and follow up until issues are resolved
• Coordinate with technicians and service providers

6. Janitor & Housekeeping Coordination

• Coordinate with housekeeping staff for regular cleaning of workstations, pantry, washrooms, meeting rooms, and common areas
• Monitor cleanliness and hygiene standards
• Communicate housekeeping requirements and ensure timely completion

7. Society & Building Management

• Coordinate with society/building management and security on visitors, deliveries, access, and other requirements
• Maintain important building/society contact details
• Follow up on building-related issues affecting office operations

8. Vendor & Procurement Coordination

• Coordinate with vendors for supplies, maintenance, housekeeping, internet, and other services
• Compare quotations when required and coordinate purchases as per company requirements
• Track orders, deliveries, and vendor follow-ups
• Maintain an updated vendor/contact list

9. Administrative Records & Trackers

• Maintain accurate trackers for purchases, inventory, maintenance, and pantry supplies
• Keep bills, invoices, and receipts organized
• Track recurring services, renewals, and office-related payments

10. Office Readiness & Safety

• Ensure the office is ready for employees and visitors every working day
• Monitor basic safety and report potential concerns immediately
• Keep emergency contacts and facility information available
• Coordinate servicing of basic office equipment and safety facilities

11. Founder Support & Coordination

• Support the Founder with day-to-day administrative and coordination tasks
• Follow up with banks, vendors, service providers, building management, and other external parties on behalf of the Founder
• Handle appointment bookings and basic logistical arrangements when required
• Take ownership of small operational tasks that would otherwise consume the Founder's time

12. Document Pickup, Drop-off & Courier

• Handle document pickup and drop-off at banks, CA offices, government offices, vendors, consultants, and other locations as required
• Coordinate couriering, collection, submission, and delivery of important documents
• Handle sensitive documents and information with discretion and confidentiality

13. Vehicle, Maintenance & Errands

• Assist with vehicle-related work such as servicing coordination, document collection, insurance paperwork, FASTag, and RTO-related coordination
• Coordinate personal and business maintenance tasks assigned by the Founder
• Purchase or collect business-related items locally when needed

14. Founder Task Tracking

• Maintain a tracker of Founder-assigned tasks
• Follow up until each task is completed
• Requirements
• Strong organizational and coordination skills
• Good follow-up and communication skills
• Ability to maintain trackers and records accurately
• Basic knowledge of Google Sheets / Microsoft Excel
• Ability to coordinate with vendors, employees, candidates, janitors, technicians, and building management
• Good attention to detail; responsible and dependable
• Ability to handle multiple administrative tasks at once
• Comfortable travelling locally within Thane/Mumbai for company or Founder-related work
• Ability to handle sensitive documents and information with discretion and confidentiality
• Professional and friendly personality
• What We Are Looking For
• Someone who takes ownership of the office and doesn't wait for problems to be reported
• Someone who notices when supplies are running low, follows up on maintenance issues, and keeps trackers updated
• A proactive coordinator who makes sure employees and candidates have a smooth experience at the office
• A dependable, discreet person the Founder can trust to take small operational tasks off their plate and see them through.

Pay: ₹25,000.00 - ₹30,000.00 per month

Application Question(s):

• Total years of experience in office administration, executive assistance, or facility management?
• Do you have hands-on experience with Google Sheets or MS Excel for maintaining trackers?
• Have you supported a founder, director, or senior manager directly with tasks such as follow-ups, appointments, or document handling?
• Are you comfortable working from office in Wagle Estate, Thane Monday to Saturday, 10 AM to 7 PM?

Work Location: In person