Administration Coordinator

Primary Responsibilities:

1. Procurement & Financial Coordination

• Collect quotations and negotiate with vendors for optimal pricing and service.
• Ensure timely delivery of goods with proper branding.
• Procure and issue tech assets (SIM cards, laptops, tabs, dongles) with user guidelines
• Oversee procurement of printed stationery and communication materials as per brand guidelines.
  

2. Asset Management

• Maintain a detailed location-wise asset tracker for physical and electronic assets.
• Maintain original lease agreements and monitor AMC and rental contract renewals.
• Ensure CCTV and machine installations are completed promptly.
• Tech-savvy in operating office equipment and digital gadgets (e.g., Projectors, CCTV Surveillance, Tablets etc.)

3. Vehicle & Travel Management

• Maintain vehicle documentation including RC books, insurance, and PUC renewals.
• Track vehicle servicing schedules and ensure branding compliance.
• Coordinate staff travel bookings and manage travel agency billing.
  

5. Service Agency

• Manage housekeeping and security contracts, ensuring timely renewals and compliance.
• Verify invoices and coordinate payments.
  

6. Others

• Ensure SOPs for housekeeping, security, and AMC are updated.
• Maintain issuance tracker and coordinate email ID/password management.
• Maintain and reconcile asset records quarterly in alignment with CSR compliance.
• Maintain electricity and water bill trackers and oversee prepaid card management.
• Maintain hard copies of contracts and submit location-wise service trackers quarterly.
• Support POSH committee and handle any additional tasks assigned by the project head.
• Coordinate ophthalmic and cancer patient treatment programs, verifying beneficiaries, documentation and facilitating payment process.

Required Skills and Knowledge:

• Ability to manage multiple locations and maintain detailed trackers.
• Strong negotiation and coordination capabilities.
• Strong communication and collaboration abilities, with experience in working with cross-functional teams such as Finance, IT, HR, and CSR field teams.
• Proficiency in maintaining contracts, agreements, and compliance records.
• Comfortable with handling tech assets and basic IT coordination.
• Clear and timely communication with internal teams and external vendors.
• Ability to meet deadlines for renewals, installations, and reporting.
• Quick resolution of service issues
• Attention to detail and accuracy in financial and administrative tasks.
• Adaptability and willingness to learn new technologies and processes.
• Proficiency in using and working on tools such as Excel, MS Office.

The role requires 40% travel to pan-India locations and communication with varied teams located across the country with different cultural and language orientations. Strong written and verbal communication skills in English required.

Salary and Benefits: