Administrator

1. Office Administration

Provide comprehensive administrative support to ensure efficient office operations. This includes managing

correspondence, maintaining physical and digital filing systems, and coordinating office supplies. Support various

departments with their administrative needs, facilitating smooth inter-departmental communication and workflow.

2. Housekeeping and Pantry Management

Oversee and manage housekeeping and pantry staff to ensure high standards of cleanliness, hygiene, and timely supply of

refreshments and other materials. Regularly inspect office premises, common areas, and pantry for upkeep.

3. Cab Coordination

Comprehensive management of all transportation needs associated with the office location. This includes, but is not

limited to, coordinating and scheduling office-related cab services for staffs, facilitating survey-specific transportation for

field teams, and arranging outstation cab services for business travel or other extended trips requiring transportation

outside the immediate office vicinity. The primary objective is to ensure efficient, reliable, and timely cab availability for all

designated requirements, optimizing routes and managing vendor relationships to secure competitive rates and high

service standards.

4. Vendor & Staff Management

Support vendor lifecycle management—identification, empanelment, and invoicing. Identify vendors for all needs like

stationery, transportation, internet, utility, and other office administration purposes. Following identification, the

empanelment process formally integrates selected vendors into our approved network. This involves thorough due

diligence, including verification of credentials, assessment of capabilities, and negotiation of contractual terms to ensure

optimal value and mitigate risks. Manage all aspects of invoicing, from receipt and validation to processing and payment.

This ensures timely and accurate compensation for services rendered, fostering strong and sustainable vendor

relationships. Have profiles of all approved vendors, categorized by the services they provide. This includes, but is not

limited to, suppliers for:

a. Stationery and Office Supplies: Ensuring our offices are well-equipped with essential items.

b. Housekeeping and Pantry : Ensures cleanliness and supply of services to in-office staffs.

c. Transportation Services: Facilitating efficient travel for staffs and logistical needs.

d. Internet and Telecommunications: Providing reliable connectivity for all business operations.

e. Utilities: Managing essential services such as electricity, water, and waste management.

f. Maintenance and Repair Services: Covering a wide range of needs from building upkeep to equipment

servicing.

g. Catering and Hospitality: Supporting internal events and guest services.

h. IT and Technology Support: Ensuring our systems run smoothly and securely, including repairs and

installation of printers, network equipment, CCTV’s and other IT and technology support services.

i. Security Services: Maintaining a safe and secure working environment.

5. Petty Cash & Asset Management

Manage petty cash transactions and maintain accurate accounting records. Oversee office asset inventory, coordinating

with teams across Varahe sites.

6. Legal & Statutory Coordination

Represent the office in interactions with internal stakeholders and external authorities to ensure legal and statutory compliance, particularly with local administrative bodies. Ensure compliance to local regulations and state regulations for the office operations.

7. Staff Onboarding - Onsite coordination of assets

Facilitate onboarding processes by co-ordinating allocation of laptop, workstation and other things upon HR notification.

8. Inventory Management

Manage in line with company protocols the office inventory to match project activities for the office.

9. Internal Communication & Reporting

Draft and distribute internal communication materials. Assist in data collection, report generation, and basic data analysis

for various functions performed for internal analysis and improvements.

0. Travel & Hospitality Coordination

Arrange travel, accommodation, airport transfers, and local transportation for leadership and visiting teams as required.

Partner with travel vendors.

11. Guest house and Hotel operations for staff accommodation

Oversee scouting for suitable guest houses and local hotels to meet staff accommodation needs. Manage the maintenance

of guest houses to ensure comfort and operational efficiency. Facilitate staff accommodation in local hotels, negotiating

contracted rates based on office requirements and ensuring all arrangements align with company policies.

12. Event Management

Lead planning and execution of site-level events, ensuring seamless coordination and memorable experiences.

13. Health, Safety & Office Etiquette

Act as the site’s Health and Safety Lead to office premises and ensure sufficient measures are implemented in the site to ensure safety of staff. Maintain and ensure that office etiquette is maintained.

14. Opening , closure and Transfer of assets- Coordination

Facilitate in opening , closure of office and transfer of assets from and to the project operation sites coordinating with multiple stakeholders in the organization.