Office Assistant, Compliance Team

Position: Office Assistant -

Compliance Team
Department: Compliance / Secretarial
Reporting to: Compliance Manager / Company Secretary
Location: Lower Parel, Mumbai
Company: Abhinandan Ventures

Role Overview
The Office Assistant will provide administrative and operational support to the Compliance / Secretarial team in managing corporate documentation, regulatory filings, banking coordination, and vendor-related payment and processes, DSC and DIN administration, proper storage of documents, notary and stamping, obtaining signatures of directors, authorised signatories, kmps and shareholders of/ for the company and its group entities. The role requires maintaining records, coordinating with internal teams and external stakeholders, and ensuring smooth execution of routine compliance and administrative tasks.

Key Responsibilities

1. Compliance & Corporate Documentation

• Maintain and organize statutory records, corporate documents, and compliance files for the company and its group entities.
• Assist the compliance team in maintaining records relating to directors, shareholders, and corporate structure.
• Maintain proper physical and digital filing systems for easy access and retrieval of documents.

2. Bank Account Opening & Banking Coordination

• Assist in opening bank accounts for the company and its group entities, including preparation and submission of required documentation.
• Coordinate with banks for KYC documentation, account updates, and other banking formalities.
• Maintain records of bank mandates, signatories, and account details.

3. Vendor Invoice Processing

• Receive and maintain records of invoices from vendors and service providers.
• Coordinate with the Accounts team for verification, processing, and payment of vendor invoices.
• Maintain proper documentation and tracking of invoices and related approvals.

4. DSC Management

• Maintain records of Digital Signature Certificates (DSCs) of directors and authorized signatories.
• Coordinate with service providers for renewal, issuance, and installation of DSCs.
• Track DSC expiry dates and ensure timely renewals.

5. Administrative & Coordination Support

• Assist in document preparation, printing, scanning, and dispatch related to compliance matters.
• Coordinate with internal teams such as Accounts, HR, and Legal for collecting documents required for compliance activities.
• Manage courier, dispatch, and record tracking of important company documents.

6. Compliance Tracking

• Maintain internal trackers for statutory filings, bank documentation, and vendor-related records.
• Assist the compliance team in ensuring timely completion of routine compliance tasks.

Qualifications

• Graduate in Commerce / Business Administration / Any relevant field.

Skills Required

• Basic knowledge of MS Office (Excel, Word, Outlook).
• Strong documentation and organizational skills.
• Good communication and coordination abilities.
• Attention to detail and ability to maintain accurate records.

Experience

• More than 2 years of experience in office administration, compliance support, or accounts assistance (preferred).