Office Administrator

Location

Ahmedabad, India on-site

Hours

Part-time, approx. 20-25 hours per week, overlapping the teams shift

Shift context

The team works 8:00 AM 12:00 PM CST (6:30 PM – 11:30 PM IST)

Reports to

HR Generalist

Experience

2–5 years in office administration or facilities

Type

Part-time, with potential to grow into a full-time role

ABOUT PROFUSION SYSTEMS

Profusion Systems is a Chicago-based, AI-enabled custom software development company with a 30-person delivery team in Ahmedabad covering software engineering and business process operations. The team works US Pacific hours.

WHAT THIS ROLE ACTUALLY IS

A practical, hands-on job. Vendors, facilities, procurement, and logistics — the operational layer that lets engineers and BPO staff do their work without chasing an internet outage or a missing chair. You will be the person who notices something is broken before anyone reports it.

This role is deliberately scoped. It is administrative and logistical, not supervisory: people-related accountability sits with team leads and HR.

WHAT YOU WILL OWN

• Vendor management. Internet and connectivity, housekeeping, pantry and supplies, security, AMC contracts, and electrical or plumbing repairs. Track contracts, renewal dates, and service quality.
• Facilities and workspace. Seating, workstation setup, equipment intake and tagging, meeting-room readiness, and getting things fixed quickly when they break.
• Procurement. Collect quotes, route approvals, place orders, and track deliveries for hardware, furniture, and consumables.
• Front desk and visitors. Reception, visitor logs, courier handling, and hosting clients or candidates when they come in.
• Petty cash and documentation. Maintain petty cash, collect invoices and receipts, and hand off clean expense documentation to accounts on a fixed schedule.
• Onboarding logistics. Work with HR so that a new joiner has a desk, a machine, an ID, and access ready on day one.
• Attendance data entry. Maintain and pass on the attendance record. Note carefully: you provide the data — approving leave and holding people accountable for attendance sits with team leads and HR, not with this role.
• Any other ad-hoc support requested by management team.

WHAT YOU NEED TO HAVE

• 2–5 years in office administration, facilities, or front-office coordination
• Familiarity with the Ahmedabad vendor and services market — you know who to call
• Working proficiency in Excel or Google Sheets for trackers, and comfort with email and messaging tools
• Fluent Gujarati and Hindi; functional English for written coordination with the US team
• Ability to work hours overlapping the team’s shift, including part of the night shift
• Reliability and follow-through — this job is judged almost entirely on whether things get closed out
• Discretion, since you will be around confidential material and conversations

NICE TO HAVE

• Experience supporting an IT or BPO office, particularly one running overnight shifts
• Basic IT familiarity — hardware handling, peripherals, first-level troubleshooting
• Prior exposure to vendor negotiation or contract renewals
• Basic bookkeeping or invoice-processing familiarity

How we will measure this role

Facility issues resolved without needing escalation or a reminder.

Vendor contracts current, with no lapsed renewals or service gaps.

New joiners fully set up on day one, every time.

Petty cash and invoice documentation clean and submitted on schedule.

WHAT WE OFFER

• Part-time hours with a clearly defined scope and no ambiguity about what you own
• A direct working relationship with HR and the founder

Potential to grow into a full-time administration or operations role as the office expands