Assistant Manager - Administration

Full-Time | Work From Office | Immediate Joiners Preferred

LOCATION: Gurugram, Haryana

EXPERIENCE: 6–8 years

Individual contributor role

COMPANY OVERVIEW:

ExpertLancing Research Services LLP stands at the forefront of IP Research and Technology advisory, serving a diverse clientele that includes Fortune 500 companies, law firms, research institutes, universities, and venture capital / private equity firms. Our comprehensive suite of services spans patent portfolio management and market research across all technology domains. We empower innovation by delivering actionable insights and robust IP strategies.

THE ROLE:

We are looking for a hands-on Admin professional to independently own end-to-end office administration and facilities for the company, along with a small set of finance-support and banking coordination tasks. This is a high-ownership, execution-heavy role with no support staff — you will personally manage everything from vendor negotiations and cash handling to travel, visa documentation, and payment coordination. We need someone who can step in and take charge from day one, exercise sound judgement without constant supervision, and be trusted to run this function end-to-end.

KEY RESPONSIBILITIES

- Facilities management — office cleanliness, pantry and housekeeping supplies (tissues, cups, plates, coffee/tea powder, cleaning materials), maintenance, and office support staff oversight.

- Office infrastructure management — equipment upkeep, plantation maintenance, general facility operations and support services.

- Vendor management — end-to-end vendor selection, negotiation, coordination, procurement, and billing to ensure smooth business operations.

- Stationery procurement and consumption monitoring — inventory tracking, register maintenance, and ensuring adequate stock at all times.

- Front desk management — welcoming and guiding visitors, handling inquiries, and delivering induction/orientation for new employees.

- Photocopy and courier coordination — arranging photocopying as needed and managing domestic and international courier dispatch and delivery.

- Client visit arrangements — email coordination, conference room booking, and food & beverage arrangements for visitors.

- Cash management — full ownership of office cash inflows and outflows, budget and expense sheet management, and petty cash handling.

- Event coordination and office decoration — birthdays, festive celebrations (Diwali, Holi, etc.), CSR initiatives, Founder's Day (ELAAN), sports tournaments, R&R logistics, and other employee engagement programs, including venue, vendor, and operational support.

- Employee transport management — coordinating with transport vendors, arranging local conveyance, and supporting client transportation needs.

- Office space acquisition, setup, expansion, or relocation — identifying premises, coordinating lease/facility requirements, and ensuring infrastructure readiness.

- Compliance documentation upkeep — maintaining statutory records (GST, LLP, MSME, Incorporation Certificate, licenses, registrations) and coordinating document collection/submission with the company's external CA.

- Travel and visa coordination — preparing and drafting visa documentation for the CEO, BD, and Sales teams; managing collection from VFS, New Delhi; and handling leadership/BD/Sales travel logistics.

- International client visit management — travel, transportation, hospitality, and gifting arrangements for a seamless, professional experience.

- Offsite event management — venue selection, travel, logistics, budgeting, vendor coordination, and execution of company offsites.

- Office rent and maintenance coordination — liaising with the building's facility management team for timely payment processing and issue resolution.

- Court and legal documentation — preparing and managing internship bonds on stamp paper through the appropriate court process, with accurate record maintenance.

• Coordinating meeting room bookings for training sessions as needed, in partnership with HR Ops.

Fractional Executive Services payment coordination — supporting monthly payments, reimbursements, and documentation for the company's US- and Japan-based Fractional Executive resources, working with the HDFC Bank Forex Coordinator and the Chartered Accountant to ensure timely, compliant processing.

- Domestic and international payment coordination — supporting payments for conference participation, translator fees, software subscriptions, office tools, vendor dues, and other operational expenses, liaising with banks and finance stakeholders.

- Corporate credit card administration — monitoring usage and spend, maintaining transaction records, coordinating bill payments, and supporting reconciliation and reporting.

- Banking coordination — liaising with banks on account requests, documentation, transactions, and corporate banking services raised by management.

WHAT WE'RE LOOKING FOR:

• 6–8 years of experience in office administration, facilities, or vendor management, ideally within a fast-paced professional services environment.

• Genuinely comfortable with hands-on execution — this role has no support staff, including personal handling of cash, banking errands, and basic finance-support coordination.

• Prior exposure to banking coordination, payment processing, or working alongside a CA/finance team is a plus.

• Strong vendor negotiation skills and proven end-to-end ownership of payments and billing.

• High accountability and independent judgement — able to take a task from instruction to closure with minimal follow up or hand-holding.

• Excellent organisational skills and the ability to juggle multiple recurring and ad hoc priorities without dropping the ball.

• Strong verbal and written communication skills, comfortable liaising with vendors, banks, external CAs, and senior leadership.

• Immediate joiners or candidates on a short notice period will be strongly preferred.

WHY JOIN US?

• A high-ownership role with direct visibility to leadership — you'll be the single owner of a business-critical function, not one of many hands on it.

• Broad, varied scope spanning admin, facilities, events, travel, and vendor operations, with added exposure to payment and banking coordination.

• A fast-moving, professional-services environment working alongside founders and senior stakeholders.