Administrative Assistant

Job Description

Job Title: Admin & Operations Assistant Department: Operations / Administration Location: Gurgaoon Reports To: Managing Director Employment Type: Full-Time Job Summary: We are looking for a reliable, organized, and proactive Admin & Operations Assistant to support a wide range of operational and administrative functions. This role involves coordinating logistics, handling procurement and customs formalities, processing reimbursements, managing travel for senior management, and assisting with forex and vendor payments. The ideal candidate should have strong coordination skills, attention to detail, and the ability to manage multiple responsibilities efficiently. Key Responsibilities: Logistics, Procurement & Import/Export Support: Coordinate local and international logistics operations, ensuring timely and cost-effective delivery of goods. Handle customs clearance, import/export documentation , and liaise with customs agents and freight forwarders. Oversee procurement of raw materials and office supplies, including vendor sourcing, negotiation, and PO processing. Maintain a vendor database and ensure accurate record-keeping for audit and compliance purposes. Tender Documentation & Submission: Support the preparation, compilation, and timely submission of documents for government and private tenders . Coordinate with internal teams for required technical and financial documents. Expense Reimbursements & Finance Coordination: Review, verify, and process employee expense reimbursements in line with company policies. Assist the accounts team with vendor payment follow-ups, invoice tracking, and resolving vendor-related issues. Manage forex documentation and coordinate with banks or finance teams for international payments. Travel & Administrative Support: Plan and book domestic and international travel for management, including flight, hotel, visa, and ground transport arrangements. Handle office administrative tasks such as courier coordination, meeting arrangements, and maintaining supplies. Employee Onboarding & Office Admin: Coordinate the setup of new employee resources: ID cards, welcome kits, brochures, office supplies, samples , etc. Support facilities management by overseeing maintenance, repairs, and office housekeeping services. Maintain records of company assets, employee records (admin-related), and support HR for operational onboarding tasks. Cross-functional & Vendor Coordination: Act as a point of contact for coordination between departments (Sales, Accounts, HR, Supply Chain) and external vendors. Ensure timely communication, follow-ups, and resolution of operational issues. Qualifications & Skills: Bachelor’s degree in Business Administration, Logistics, Commerce, or related field. 2–4 years of experience in operations, administration, or logistics roles. Familiarity with import/export regulations, forex transactions, and tender processes . Proficient in MS Office Suite (Excel, Word, Outlook); experience with ERP systems is a plus. Strong organizational and time-management skills. Good communication and vendor management abilities. Ability to handle confidential information with discretion.