Office and Site Administrator

About Welocalize

Welocalize, under the Welo Global brand, delivers AI-powered multilingual content solutions that empower enterprises to expand globally. Combining artificial intelligence, automation, and expert human input, Welocalize supports content creation in over 300 languages. Their proprietary Opal Platform automates and streamlines content workflows to enhance efficiency, scalability, and control within a secure environment backed by seven ISO certifications. Headquartered in New York, Welocalize operates worldwide.

Role Overview

The primary role of the Administrative Assistant is to provide comprehensive support to office operations and personnel by welcoming visitors, managing communications, overseeing supplies and facilities, coordinating vendors, assisting with People Success functions, and executing various office projects as needed.

Key Responsibilities

• Warmly receive office visitors, ascertain their needs, and direct them appropriately.
• Oversee daily operations and maintenance of offices in Gurugram and Noida locations.
• Collaborate with housekeeping, security, maintenance teams, and service providers to ensure smooth facility functioning.
• Address and escalate employee facility-related issues.
• Manage parking and transportation logistics as required.
• Coordinate meeting room scheduling, upkeep, and logistics.
• Track office expenses and budget usage related to administrative functions.
• Handle shipment logistics including tracking, coordination, and documentation.
• Control biometric access systems, visitor management, and CCTV support.
• Work closely with IT teams to resolve internet, network, and infrastructure concerns.
• Maintain inventory records for office assets such as IT equipment, stationery, onboarding kits, employee gifts, medical supplies, and printing resources.
• Support onboarding and offboarding processes, including workspace preparation.
• Ensure compliance with health, safety, and workplace regulations.
• Arrange necessary travel plans and offer assistance with passport and visa requirements when requested.
• Maintain a professional office environment, including furniture, décor, plants, and designated areas, addressing maintenance through building management as needed.
• Manage office notice boards to display mandatory government and workplace communications.
• Supervise the management of the PINK box and related women’s safety and compliance notices according to legal standards.
• Provide logistical support for employee engagement initiatives and office events.
• Assist with tasks related to the Workday platform.
• Perform additional assignments as designated.

Qualifications and Skills

• Possess a Bachelor's degree or equivalent education and experience.
• Proficient in Microsoft Office 365 suite, including Word, Excel, PowerPoint, Outlook, OneDrive, SharePoint, and Teams; familiarity with Workday software is advantageous.
• Effective communicator capable of working collaboratively within teams and with external stakeholders.
• Ability to understand and interpret safety protocols, operating instructions, and procedural manuals, and produce routine reports and correspondence.
• Basic mathematical skills, including arithmetic, fractions, decimals, percentages, ratios, and graph interpretation.
• Adaptable to fast-changing environments and capable of multitasking efficiently.
• Creative and analytical problem-solving abilities.
• High level of confidentiality and professionalism.
• Customer-oriented demeanor with a positive and approachable attitude.
• Self-motivated with the capability to prioritize multiple tasks effectively.