Front Office cum Admin

1. Role Overview

The Office Administrator in an architecture firm ensures smooth day-to-day operations, coordinates between design teams, clients, and consultants, and supports both administrative and project-related tasks.

2. Qualifications & SkillsEducation

• Diploma or degree in Business Administration, Office Management, or Architecture/Design support (preferred).
• Training in bookkeeping or project coordination is a plus.

Key Skills

• Excellent organization and multitasking skills
• Strong communication (verbal & written)
• Knowledge of architecture terminology and workflows
• Proficiency in MS Office / Google Workspace
• Familiarity with project management and design tools
• Understanding of basic accounting and document control
• Discretion with confidential information

3. Core ResponsibilitiesAdministrative Tasks

• Manage phone calls, emails, and correspondence
• Maintain office supplies, equipment, and inventory
• Schedule meetings, appointments, and travel
• Prepare letters, reports, and presentation documents
• File and organize project and contract documents

Project Support

• Assist in preparing tender submissions, RFQs, and proposals
• Help manage project documentation (drawings, revisions, transmittals)
• Support architects with specifications and coordination
• Track project deadlines, deliverables, and approvals

Financial / HR

• Support invoicing, expense tracking, and petty cash management
• Liaise with accountants and handle timesheets
• Assist in staff onboarding, leave records, and payroll coordination

Client and Consultant Coordination

• Act as first point of contact for clients, consultants, and vendors
• Maintain updated contact lists and project directories
• Organize client meetings and presentations

4. Software RequirementsAdmin & Office Tools

• Microsoft Office / Google Workspace
• Outlook / Teams / Slack for communication
• QuickBooks / Xero / FreshBooks for accounting
• Adobe Acrobat / Bluebeam for document control

Architecture-Specific Tools (Basic Familiarity Helpful)

• AutoCAD / Revit / SketchUp – for handling drawings
• Newforma / Asana / Monday / Trello – for project management
• Dropbox / SharePoint / BIM 360 – for file management

5. Office Setup & InfrastructureEssential Components

• Reception area with visitor management
• Secure document and drawing storage (digital + physical)
• Workstations with dual monitors for large drawings
• Plotter/printer/scanner setup for large-format prints
• Meeting/conference room with video conferencing tools
• Shared digital file server or cloud storage
• Basic stationery and resource library (materials, samples, codes)

6. Performance Metrics

• Timely submission of reports, proposals, and invoices
• Smooth coordination between project teams and clients
• Organized filing system (digital & physical)
• Positive feedback from team and clients
• Cost-effective office operations

Job Types: Full-time, Permanent

Pay: ₹22,000.00 - ₹35,000.00 per month

Benefits:

• Cell phone reimbursement
• Paid sick time
• Paid time off

Work Location: In person