Office Administrator

Role Summary

We are looking for a smart, well-spoken, organized, and dependable Executive Operations Associate to support day-to-day office administration, procurement coordination, vendor follow-ups, travel arrangements, and calendar management.

The role requires someone who is proactive, disciplined, comfortable speaking with vendors and internal teams, and capable of handling routine administrative responsibilities with ownership.

Key Responsibilities

1. Office Administration

Manage day-to-day office coordination and administrative tasks.

Maintain office records, files, bills, documents, and vendor data.

Coordinate with internal teams for routine admin support.

Ensure office requirements are tracked and fulfilled on time.

2. Procurement Support

Coordinate purchase requirements for office supplies, services, and other admin needs.

Take quotations from vendors and prepare basic comparison summaries.

Follow up for delivery, invoices, approvals, and payments.

Maintain proper procurement records.

3. Vendor Coordination

Speak with vendors for pricing, delivery timelines, service quality, and issue resolution.

Negotiate basic commercial terms under guidance.

Track vendor performance and escalate delays or quality issues.

4. Travel Arrangements

Book flights, hotels, cars, and local transport as required.

Prepare travel itineraries and coordinate travel changes.

Ensure cost-effective and timely bookings.

5. Calendar & Executive Support

Manage calendars, meeting schedules, reminders, and follow-ups.

Coordinate internal and external meetings.

Support senior team members with basic documentation, coordination, and follow-up tasks.

Required Skills

Good spoken and written English.

Good communication and coordination skills.

Basic AI usage, Excel, email, and MS Office skills.

Ability to speak confidently with vendors and internal stakeholders.

Organized, punctual, detail-oriented, and reliable.

Ability to manage multiple tasks without constant follow-up.

Presentable personality and professional attitude.

Preferred Candidate Profile

2+ years of experience in admin, coordination, procurement, front office, travel desk, or executive assistance.

Good academic record.

Comfortable with email drafting, phone calls, vendor follow-ups, and basic reporting.

Mumbai-based candidates preferred, especially near Dadar / Andheri.

Should be willing to work from office.

Role & responsibilities

Preferred candidate profile