Job
Description
About Amber Long-term accommodation booking platform for students (think booking.com for student housing). Amber helps 80M students worldwide, find and book full-time accommodations near their universities, without the hassle of negotiation, non-standardized and cumbersome paperwork, and broken payment process. We are the leading student housing platform globally, with 1M+ student housing units listed in 6 countries and across 80 cities. We are growing rapidly and targeting $1B in annual gross bookings value by 2024. Amber raised $18.5M from Marquee investors like Gaja capital. If you are passionate about making international mobility and living seamless and accessible, then - Join us in building the future of student housing! Location: Pune, Viman Nagar Reports To: Head - IT Infrastructure and Administration Employment Type: Full-time Job Summary We are looking for a dynamic and experienced Senior Executive - Admin to manage day-to-day Office administrative operations , external coordination with banks and government bodies, and facility management. The role demands strong organizational skills, the ability to handle time-sensitive external tasks, and efficient oversight of office and facility-related functions. The ideal candidate should be trustworthy, proactive, and capable of independently managing internal and external administrative processes. Key Responsibilities Office Operations & Workspace Management Manage office supplies, inventory, and vendor coordination. Organize meetings, appointments, and administrative schedules. Maintain physical and digital records of employee and company documents. Support HR, Finance, and other departments with document handling and coordination. Assist in space planning, workstation setup, and relocation activities. External Coordination & Administrative Tasks Visit banks, government offices, notaries, and other external agencies for document submissions and follow-ups. Handle bank-related documentation including KYC, account opening/closure, and compliance requirements. Facilitate document notarization, agreement registrations, certifications, and other legal formalities. Coordinate with courier services and external vendors for timely deliveries and pickups. Maintain logs for all notarized, bank-submitted, or government-filed documents. Serve as a liaison for company-related formalities involving financial institutions. Facility Management: Ensure daily upkeep, cleanliness, and maintenance of office premises. Manage a team of housekeeping, security, and technical staff for smooth operations. Coordinate with facility vendors to ensure no disruption in utility (electricity, water, internet) services. Monitor facility-related contracts including AMC, pest control, HVAC, and repairs. Ensure workplace compliance with health, fire, and safety regulations. Vendor Management and Admin Procurement Prepare and manage facility-related budgets, bills, and vendor payments. Deal with vendors for office supplies, maintenance, and services procurement. Follow up to make sure work is done on time and properly. Keep records of vendor contacts, bills, and service details. Ensure procurement and vendor management SOPs are followed. Reporting & Compliance: Maintain detailed logs and reports of all administrative activities. Ensure all administrative processes follow company policies and regulatory guidelines. Support audit processes with accurate documentation and timely submissions. Qualifications & Skills Bachelor’s degree in Business Administration or a related field. 2–3 years of experience in office administration / external coordination / facility management is a must. Proficiency in MS Office (Excel, Word, Outlook) and general computer usage. Sound knowledge of banking and notary procedures. Familiarity with local compliance and facility safety norms. Good Communication And Interpersonal Skills. Ability to multitask, prioritize, and work independently. Quick thinking and proactive. Strong sense of responsibility and ethics in handling sensitive official documents. Willing to travel locally within Pune for out-of-office assignments. Show more Show less
