Administrative Assistant

Junior Executive – Admin

We provide virtual services, data collection, and analytics solutions to a diverse range of overseas clients. This position is part of the Corporate Admin team, responsible for providing administrative support to various internal teams and ensuring smooth office operations.

Key Responsibilities:

Office Administration:

• Manage day-to-day administrative operations of the office.
• Oversee housekeeping, security, and maintenance of office premises.
• Handle office supplies, procurement, and inventory management.
• Coordinate with vendors, service providers, and contractors for office maintenance and facility management.
• Maintain administrative databases, files, and documentation.
• Handle petty cash, expense tracking, and assist in budget preparation.
• Manage office facilities including workspace arrangements, cleanliness, utilities, and equipment maintenance.
• Ensure adherence to office safety standards and coordinate with building management for safety drills.
• Handle company correspondence, incoming/outgoing mails, and courier services efficiently.
• Manage ID cards, access control systems, and employee database updates.
• Provide administrative support to senior management and departmental heads.
• Handle ad hoc tasks and projects assigned by management.

Procurement & Vendor Management:

• Source and evaluate new vendors to ensure cost-effectiveness and quality service.
• Prepare purchase orders, obtain quotations, and negotiate terms with suppliers.
• Maintain vendor database, payment schedules, and ensure timely processing of invoices in coordination with finance.
• Ensure proper maintenance of office assets and keep asset registers updated.

Employee Engagement & Travel Coordination:

• Support employee engagement activities, celebrations, internal communications, and team outings.
• Handle travel bookings, visa arrangements, and hotel reservations for employees and management.
• Coordinate logistics for meetings, events, and both internal and external visits.

Employee Transportation / Cabs Management:

• Arrange and manage daily cab services for employee pick-up and drop, ensuring punctuality and efficiency.
• Prepare and maintain cab rosters based on employee shifts and office schedules.
• Track and monitor cabs in real time, ensuring route adherence and employee safety.
• Optimize cab usage to reduce costs and improve efficiency.
• Ensure all vehicles comply with safety norms, including valid licenses, insurance, and driver background checks.
• Maintain records of cab usage, vendor invoices, employee travel logs, and trip approvals for audits.
• Handle emergency or ad-hoc transportation requirements.
• Collect feedback on cab services and take corrective actions when needed.
• Coordinate with the security team for safe boarding and deboarding of employees, especially during night shifts.

Skills & Qualifications:

• Bachelor’s degree or equivalent preferred.
• Prior experience in office administration or facilities management is a plus.
• Strong organizational and multitasking abilities.
• Good communication and interpersonal skills.
• Proficient in MS Office and basic office management software.
• Ability to work flexible shifts as required.
• Strong problem-solving skills and attention to detail.

What We Offer:

• Opportunity to work in a dynamic, fast-paced environment.
• Exposure to corporate administration and operations for global clients.
• Growth and learning opportunities within the organization.

Location:

Timings: