Office Administrator

Job Summary

We are seeking an Office Administrator to serve as the operational backbone of our organization, taking full ownership of workplace operations, facility management, vendor ecosystems, travel logistics, and employee engagement.

While this position operates primarily during standard office business hours, it carries operational responsibility for high-priority incidents. It requires on-call availability to handle critical emergencies, employee travel disruptions, and urgent facility matters outside standard hours.

Responsibilities

1. Office Administration, Infrastructure Facilities

• Daily Operations: Oversee all physical and administrative office functions during regular business hours to maintain an uninterrupted, premium workplace environment.
• Facility Maintenance: Manage structural, electrical, HVAC, plumbing, and aesthetic maintenance schedules for all office floors.
• Housekeeping Security: Direct daily operations of third-party housekeeping and security teams, auditing hygiene and safety standards daily.
• Consumables Management: Oversee end-to-end inventory, procurement, and usage tracking for office supplies, stationery, and housekeeping materials.
• Cafeteria Pantry Services: Supervise daily food, beverage, snack, and drinking water services for all shifts; monitor quality, vendor hygiene, and cafeteria seating flow.
• Asset Tracking Sustainability: Maintain the Non-IT Fixed Asset Register and driver eco-friendly practices (e-waste management, energy conservation).
• Statutory Compliance: Manage visits, documentation, and coordination with government bodies, municipal authorities, and building management teams.

2. Travel, Mobility Emergency Support

• Travel Operations: Direct end-to-end travel booking workflows for executive leadership and employees across domestic and international sectors.
• Itineraries Accommodation: Secure flights, train bookings, long/short-stay accommodations, and tailored itineraries.
• Visas Documentation: Oversee visa applications, embassy submissions, invitation letters, and travel insurance coverage.
• On-Call Emergency Support: Serve as the primary escalation point outside regular business hours to resolve urgent travel disruptions, unexpected cancellations, or transit issues.
• Ground Transportation: Coordinate daily commuter transportation, airport transfers, and dedicated cab services.

3. Employee Services Workplace Experience

• Onboarding Logistics: Coordinate physical workspace setup, welcome documentation, and day-one administrative orientation for new hires.
• Health Insurance Desk: Oversee employee additions, deletions, and claims processing for Group Mediclaim (GMC) and Personal Accident policies.
• 24/7 Medical Assistance: Act as the emergency escalation contact during after-hours medical situations or hospitalization emergencies involving employees.
• Access Control Seating: Manage the complete lifecycle of ID cards and physical access cards alongside dynamic office seating charts.
• Merchandise Celebrations: Procure and manage inventories for welcome kits, company merchandise, festival hampers, and personal milestone celebrations.
• Smart Workplace Tools: Implement and manage automated administrative tools (e.g., visitor management systems, desk-booking platforms, internal helpdesk ticketing).

4. Procurement, Vendor Operations Financial Coordination

• Specialized Procurement: Lead sourcing, evaluation, and purchasing for server room infrastructure and specialized IT hardware (excluding laptops and monitors).
• Vendor Lifecycle SLAs: Identify, onboard, evaluate, and negotiate with service providers; establish strict Service Level Agreements (SLAs) and quarterly vendor scorecards.
• Finance Alignment: Review invoices against Purchase Orders (POs) and delivery receipts, process employee expense reimbursements, and ensure timely vendor payouts with Finance.

5. Events, Culture Internal Media

• Corporate Events: Plan, budget, and execute internal engagement programs, holiday celebrations, offsites, and all-India team meets.
• Media Documentation: Capture high-quality photography and videography at company events, handling basic post-production editing for internal communication channels.
• Reimbursement Oversight: Audit and approve employee operational expense claims in compliance with internal travel and administrative policies.

6. Safety, Compliance Incident Management

• ERT Leadership: Act as a core member of the Emergency Response Team (ERT), leading floor evacuations, fire drills, and safety protocols.
• After-Hours Incident Management: Remain reachable and responsive outside regular business hours to address unforeseen facility emergencies (e.g., power failures, security alerts, water leakages) in coordination with building management and security teams.

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.