Associate, Office Administration & Facilities Management

The Administrative Associate ensures smooth office operations, supports employees, and maintains compliance with company policies and local regulations. This role involves managing administrative tasks, vendor coordination, travel arrangements, and event logistics.

Responsibilities:

Office Administration -

• Manage daily operations, including visitor management and call handling.

• Maintain office supplies inventory and place orders as needed.

• Coordinate courier services and manage incoming/outgoing mail.

• Ensure cleanliness and upkeep of office premises in coordination with housekeeping staff.

Facility Management -

• Liaise with vendors for maintenance of office equipment and infrastructure.

• Monitor and report facility-related issues (e.g., plumbing, electrical, HVAC).

• Ensure compliance with health and safety regulations.

• Arrange snacks for staff.

Employee Support -

• Assist with onboarding logistics for new joiners (ID cards, seating arrangements, welcome kits).

• Support employees with administrative requests (e.g., travel bookings, meeting room reservations).

• Coordinate with IT for hardware/software requirements and troubleshooting.

Event & Meeting Coordination -

• Organize internal meetings, trainings, and employee engagement activities.

• Manage logistics for town halls, client visits, and other onsite events.

Record Keeping & Reporting -

• Maintain records of office expenses and assist in budget tracking.

• Prepare periodic reports on office operations for management.

Additional Responsibilities:

• Coordinate travel bookings (flights, hotels, cabs) for employees.

• Process expense claims and ensure timely approvals.

• Monitor corporate card usage and compliance.

• Assist with internal audits and documentation for compliance.

• Negotiate contracts and manage vendor relationships for office services.

• Track service-level agreements and ensure timely renewals.

• Basic troubleshooting for office equipment and conferencing tools.

• Draft and circulate office-wide communications (e.g., notices, updates).

Preferred Skills:

• Ability to work independently and handle confidential information.

• Experience in managing vendor contracts and audits.

• Customer service orientation and professional demeanor.

Requirements:

• 2-4 years of experience in office administration or facilities management.

• Proficiency in MS Office (Word, Excel, Outlook).

• Strong communication and interpersonal skills.

• Ability to multitask and prioritize effectively.

• Familiarity with workplace safety and compliance standards.

• Problem-solving and decision-making skills.

• Budget management exposure.

• Knowledge of procurement processes.