Administrator

Job Overview

We are seeking a diligent Administrator to manage comprehensive office operations at our Mumbai location. The role involves overseeing daily office functions, coordinating with vendors and internal teams, supporting HR and IT processes, managing supplies, and ensuring a safe and efficient workplace.

Key Responsibilities

• Manage daily administrative tasks including opening and closing office checks, maintaining workplace cleanliness, supervising housekeeping, and upkeeping office infrastructure and workstations.
• Coordinate office maintenance activities such as preventive servicing, deep cleaning, and set up of workstations and seating for new employees, including allocation of systems and ID cards.
• Oversee vendor relationships by identifying, evaluating, onboarding vendors, handling negotiations, securing quotations, tracking services, verifying invoices, and raising purchase requests for supplies and services.
• Liaise with IT teams and external vendors to provide support for internet connectivity, laptops, printers, network-attached storage devices, and other office systems to ensure smooth equipment operation.
• Maintain accurate records of office assets, including electronics and furniture, ensuring proper allocation and periodic verification.
• Support HR functions by assisting in employee onboarding/offboarding, managing biometric systems, preparing relevant documentation, and overseeing attendance management and asset handover.
• Facilitate employee engagement activities, manage administrative support for events, and fulfill day-to-day employee service requests such as printing and scanning.
• Manage front office duties including visitor control, courier coordination, and meeting room logistics to support smooth office functioning.
• Provide clerical assistance to management and teams by handling documentation, urgent requests, and operational needs efficiently.
• Oversee inventory for pantry, stationery, and office supplies, ensuring timely procurement and stock management.
• Ensure compliance with office safety by coordinating fire safety documentation, conducting basic safety audits, and managing utility bills to guarantee uninterrupted services.
• Prepare office expense reports, verify employee travel and cab reimbursements, and maintain accurate administrative records.
• Coordinate studio bookings, equipment rentals, and documentation for production shoots, supporting company events and corporate activities.
• Provide additional administrative support during busy periods and extended office hours as required.

Required Skills

• Excellent organizational and multitasking skills with a keen eye for detail.
• Strong verbal and written communication abilities, facilitating effective interpersonal interactions.
• Experience in vendor management and negotiation to secure favorable commercial terms.
• Knowledge of office administration and facility management best practices.
• Basic IT coordination skills to support infrastructure and equipment needs.
• Proficiency in Microsoft Word, Excel, and Outlook for documentation and reporting.
• Strong documentation, reporting, and problem-solving capabilities.
• Ability to work both independently and collaboratively in a fast-paced environment.