Office Administration Executive

Role Summary

This is a multi-functional role encompassing administrative management, facilities coordination, office upkeep, safety, and executive assistance. The ideal candidate will be highly organized, detail-oriented, and capable of managing day-to-day office operations in a dynamic co-working environment.

Key Responsibilities

• Manage overall office administration and daily operations at the Zeitview India office.
  
• Act as the primary liaison with the B Hive co-working space team for infrastructure,
  maintenance, and shared service needs.
• Oversee housekeeping standards and ensure cleanliness and orderliness of the office
  area.
• Ensure all IT hardware and office inventory is tracked, maintained, and replenished as
  needed.
• Coordinate the setup and upkeep of ergonomic, safe, and aesthetically pleasing office
  space.
• Coordinate room bookings, projectors, and other meeting logistics.

  Administrative & Executive Support

• Provide executive support to the India Managing Director, including calendar management, as well as travel, bookings, and logistics for visiting global leaders.
  
• Manage ID card issuance, visitor logs, and front desk coordination.
  
• Oversee courier, stationery, pantry supplies, and vendor coordination.
  
• Help employees with ad hoc requests like courier dispatch and tracking assets from
  remote employees.
• Assist Finance/HR with admin documentation, stamping, and physical dispatches.
  
• Support HR and leadership team in organizing engagement events, offsites, and internal meetings.

  Workplace Safety & Security

• Ensure compliance with workplace safety protocols and maintain basic first aid and emergency resources.
  
• Coordinate escort and transport arrangements for employees working in late shifts, especially female employees.
  

• Liaise with co-working security staff to ensure access control and safe environment for employees.
  
• Be responsible for office security and prevent entry of any unauthorized individuals.

  Preferred Qualifications & Skills

• Bachelors degree in any discipline
  
• 3–6 years of experience in office administration, facilities, or executive assistant roles
  
• Strong interpersonal and vendor management skills
  
• Proficient in MS Office, Google Workspace; IT asset tracking tools is a plus
  
• Ability to multitask, prioritize, and manage time effectively
  
• Experience working in a start-up or co-working environment is a plus
  
• Fluent in English, Hindi, and Kannada for effective communication across diverse team