Office Administrator and EA

About Mindstix Software Labs

Digital Experiences, Enterprise Mobility, Cloud Engineering, and Data Science.

Our UX studio and modern-stack engineers deliver world-class products for our global customers that include Fortune 500 enterprises and silicon valley startups. Our work impacts industries such as eCommerce, Luxury Retail, SaaS, Consumer Tech, Health Tech, and Hospitality.

business, technology, and design

Roles and Responsibilities:

At Mindstix, our success depends on people, productivity, and procedures. The office administrator is a supportive force in each of these areas, and we’re currently seeking someone stellar to take the reins. The ideal candidate for the role is a flexible problem-solver with excellent communication skills and a detail-oriented mindset. This person should have experience thriving in an administrative role. Effective multitasking and a unique ability to handle the unexpected are essential qualifications for the position.

● Provide administrative support to CEO and senior executives to ensure that office operations run efficiently and company goals and objectives are accomplished.

● Oversee day-to-day office operations and ensure smooth functioning.

● Handle office correspondence, phone calls, emails, and other communications ensuring timely and appropriate responses.

● Assist to the HR Team in maintaining and updating employee records.

● Assist in the onboarding process for new employees, setting up workstations and access to necessary tools.

● Assist in the exit process for collecting company assets and updating the records.

● Maintain accurate records, files, and databases, ensuring confidentiality and data security.

● Manage office supplies, equipment, and inventory, anticipating needs and placing orders when necessary.

● Coordinate with vendors and service providers for new products and services required as well as maintenance of existing products and services.

● Coordinate and oversee office maintenance and repairs, liaising with relevant vendors. Ensure office facilities are well-maintained, clean, and organized.

● Assist with basic bookkeeping tasks, such as tracking expenses, processing invoices, and reconciling accounts

● Arrange travel itineraries, including flights, accommodations, and transportation, for executives and other staff members as required.

● Coordinate meetings, conferences, and events logistics, including venue booking, catering, audio-visual setup, and attendee management.

● Prepare meeting agendas, take minutes, and distribute relevant materials.

● Handle sensitive and confidential information with integrity and discretion.

● Serve as primary liaison between company staff and building managers, providing information, answering questions, and responding to requests.

● Build and maintain positive relationships with internal staff, clients, suppliers, and other stakeholders.

● Act as a point of contact for inquiries and requests, redirecting or responding appropriately.

Qualifications and Skills

● Bachelor’s or Master’s degree in Business Administration, Office Management, or a related field (preferred but not mandatory).

● Proven experience in office administration, Executive Assistance, or a similar role in a corporate setting.

● Strong written and verbal communication skills, including professional phone etiquette

● Excellent organizational and time management skills, with the ability to handle multiple projects, prioritize tasks, and meet deadlines.

● Experience in overseeing budgets and expenses.

● Experience in developing internal processes and filing systems.

● Proficiency in using office software such as Google Workspace (Sheets, Docs, Slides), email clients, and calendar management tools.

● Attention to detail and accuracy in all work activities.

● Discretion and integrity when handling confidential information.

● Strong interpersonal skills and the ability to work effectively in a team environment.

● Flexibility and adaptability to handle changing priorities and responsibilities.

Who Fits Best?

● You are a passionate Office Administrator with a flair for Office Management.

● You enjoy working in a fast-paced corporate environment.

● You are having strong written and verbal English communication skills.

● You work closely with senior management, the Human Resources team, and other stakeholders to provide comprehensive administrative support and ensure the smooth operation of the office.

● You are developing and executing internal processes that focus on the optimal use of organizational resources and ensuring that company goals and objectives are accomplished.

● You are involved in vendor management, event management, and internal audit.

Benefits

An opportunity to work in a competitive environment with top-tier engineers in your industry. Flexible working environment, competitive compensation, and perks, health insurance coverage, rewards and recognition, accelerated career planning. An opportunity to build products and solutions at a truly global scale.

Location

Baner, Pune - Work from office

Equal Opportunity Employer

Mindstix is committed to an inclusive and diverse work environment. We do not discriminate based on race, color, ethnicity, ancestry, national origin, religion, gender, gender identity, gender expression, sexual orientation, age, disability, veteran status, genetic information, marital status, or any other legally protected status.