Operations Assistant

Position Title: Admin/Operations Manager

Department: Administration and Operations

Employment: Full Time

Reports to: CEO/Managing Director

Salary Package: 4-5 LPA

Position Overview

We are seeking a dynamic and experienced Admin/Operations Manager to oversee all administrative functions and operational activities of our organization. The successful candidate will be responsible for ensuring smooth daily operations, managing administrative processes, coordinating between departments, and driving operational efficiency across all business functions.

Key Responsibilities

Administrative Management

Office Operations:

·       Oversee daily office operations and ensure smooth administrative workflows

·       Manage office facilities, equipment, and infrastructure maintenance

·       Coordinate office setup, relocations, and space optimization

·       Ensure compliance with health, safety, and security protocols

·       Maintain office supplies inventory and manage procurement processes

Documentation and Record Management:

·       Establish and maintain systematic filing and documentation systems

·       Manage official correspondence, contracts, and legal documents

·       Ensure proper record-keeping and document version control

·       Coordinate with legal and regulatory compliance requirements

·       Handle confidential information with appropriate security measures

Vendor and Supplier Management:

·       Identify, evaluate, and manage relationships with vendors and service providers

·       Negotiate contracts and agreements for office services and supplies

·       Monitor vendor performance and ensure service level compliance

·       Manage facilities services including housekeeping, security, and maintenance

·       Coordinate with IT support vendors and equipment suppliers

Operations Management

Process Development and Optimization:

·       Develop, implement, and maintain standard operating procedures (SOPs)

·       Identify operational bottlenecks and implement process improvements

·       Streamline workflows to enhance productivity and efficiency

·       Monitor operational metrics and KPIs

·       Lead continuous improvement initiatives across departments

Project Coordination:

·       Plan, execute, and monitor administrative and operational projects

·       Coordinate cross-functional projects and ensure timely completion

·       Manage project resources, timelines, and deliverables

·       Communicate project status to stakeholders and management

·       Ensure projects are completed within budget and quality standards

Budget and Financial Administration:

·       Prepare and manage administrative and operational budgets

·       Monitor expenses and ensure cost-effective operations

·       Process invoices, payments, and expense reimbursements

·       Coordinate with finance team for budget planning and reporting

·       Identify cost-saving opportunities and implement efficiency measures

Human Resources Support

Staff Coordination:

·       Coordinate recruitment processes and onboarding of new employees

·       Maintain employee records and HR documentation

·       Assist in policy development and implementation

·       Coordinate training programs and employee development activities

·       Handle employee queries and administrative support requests

Performance Management:

·       Assist in performance evaluation processes

·       Coordinate employee recognition and engagement programs

·       Support disciplinary actions and employee relations matters

·       Maintain attendance records and leave management

·       Coordinate with HR for statutory compliance and reporting

Strategic Support

Management Support:

·       Provide administrative support to senior management

·       Prepare reports, presentations, and management dashboards

·       Coordinate board meetings, management meetings, and official events

·       Handle executive calendar management and travel arrangements

·       Assist in strategic planning and business development activities

Stakeholder Communication:

·       Serve as primary point of contact for internal and external stakeholders

·       Coordinate communication between departments and management

·       Handle customer inquiries and complaints resolution

·       Manage public relations and corporate communication activities

·       Coordinate with government agencies and regulatory bodies

Required Qualifications

Education and Experience

·       Bachelor's degree in Business Administration, Management, or related field

·       Master's degree preferred

·       Minimum 5-7 years of experience in administrative and operations management

·       Experience in multi-functional organizations preferred

·       Previous experience in team leadership and project management

Core Competencies

Technical Skills:

·       Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)

·       Experience with project management software (MS Project, Trello, Asana)

·       Knowledge of accounting software and ERP systems

·       Familiarity with HR management systems and tools

·       Basic understanding of legal and regulatory compliance

Management Skills:

·       Strong leadership and team management capabilities

·       Excellent organizational and time management skills

·       Project management and coordination abilities

·       Budget planning and financial management skills

·       Vendor negotiation and contract management experience

Communication Skills:

·       Excellent written and verbal communication skills in English and Hindi

·       Strong interpersonal and relationship management abilities

·       Presentation and public speaking capabilities

·       Conflict resolution and problem-solving skills

·       Customer service orientation

Personal Attributes

·       High level of integrity and professional ethics

·       Detail-oriented with strong analytical capabilities

·       Ability to work under pressure and manage multiple priorities

·       Proactive approach and self-motivated

·       Adaptability to changing business environments

Strong decision-making and problem-solving abilities