13 Administrative Staff jobs in Bhubaneswar

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Hiring for Administrative Assistant | Contract | Remote

Role: Administrative Assistant

Duration: Contract

Remote

Location: India

Need to be able to be work US hours

• Proficient in Microsoft and overall technically savvy to learn new systems.
• Project Set Up Tasks: Monitor reports, monitor project progress, action milestones
• Sales & Pipeline Management: Create deals for projects in systems, maintain and update pipeline tracker & flag opportunities that have been stalled
• Client Management: Monitor overdue invoices and support reachout
• Business Intelligence Reports: Analyze and monitor reports, record anomalies.
• Executive Support: Calendar management, sending invites, expense reports, CPE credit tracking
• Marketing Support: LinkedIn posts, track and upload speaking engagements onto calendar

We are looking for an organized, detail-oriented Administrative Assistant to provide remote administrative support to our growing team. You will play a key role in ensuring smooth day-to-day operations by managing schedules, handling communications, and maintaining accurate records. Success in this role means keeping tasks on track, ensuring clear communication, and helping the team operate efficiently. This position is critical to maintaining the company’s productivity and supporting leadership in achieving business goals.

Responsibilities

• Manage and maintain team calendars, schedule meetings, and coordinate appointments.
• Prepare, organize, and maintain digital documents and records.
• Respond to and direct emails or inquiries to the appropriate team members.
• Assist in preparing reports, presentations, and meeting materials.
• Track and follow up on pending tasks or deadlines.
• Coordinate with internal and external stakeholders as needed.

Qualifications

Education : High school diploma or bachelor’s degree in any field.

Skills :

• Strong organizational and time-management skills.
• Excellent verbal and written communication in English.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace tools.
• Ability to multitask and work independently in a remote environment.

Experience :

• 0–2 years in an administrative or office support role (fresh graduates welcome).
• Prior remote work experience is a plus but not required.

Job Description: Office Administration, Associate Consultant

Location: Trivandrum; for projects across India

About Varahe Analytics:

Varahe Analytics is one of India’s premier integrated political consulting firms, specializing in building data-driven 360-degree election management. We help our clients with strategic advice and implementation, combining data-backed insights and in-depth ground intelligence into a holistic electoral campaign.

We are passionate about our democracy and the politics that shape our world. We draw on some of the sharpest minds from distinguished institutions and diverse professional backgrounds to help us achieve our goal of building electoral strategies that spark conversations, effect change, and help shape electoral and legislative ecosystems in our country.

About this Role:

As an Admin Associate , you will play a key role in ensuring smooth day-to-day operations by providing administrative and coordination support to internal teams and client-facing functions. You will be responsible for managing schedules, documentation, logistics, and communication workflows to enhance team efficiency. This role requires a detail-oriented individual who can work in a fast-paced environment and proactively support project execution through effective backend administration.

What Would This Role Entail?

• Office Administration: Provide comprehensive administrative support to ensure efficient office operations. This includes managing correspondence, maintaining physical and digital filing systems, and coordinating office supplies. Support various departments with their administrative needs, facilitating smooth inter-departmental communication and workflow.
• Housekeeping and Pantry Management: Oversee and manage housekeeping and pantry staff to ensure high standards of cleanliness, hygiene, and timely supply of refreshments and other materials. Regularly inspect office premises, common areas, and pantry for upkeep.
• Cab Coordination: Comprehensive management of all transportation needs associated with the office location. This includes, but is not limited to, coordinating and scheduling office-related cab services for staff, facilitating survey-specific transportation for field teams, and arranging outstation cab services for business travel or other extended trips requiring transportation outside the immediate office vicinity. The primary objective is to ensure efficient, reliable, and timely cab availability for all designated requirements, optimizing routes and managing vendor relationships to secure competitive rates and high service standards.
• Vendor & Staff Management: Support vendor lifecycle management—identification, empanelment, and invoicing. Identify vendors for all needs like stationery, transportation, internet, utility, and other office administration purposes. Following identification, the empanelment process formally integrates selected vendors into our approved network. This involves thorough due diligence, including verification of credentials, assessment of capabilities, and negotiation of contractual terms to ensure optimal value and mitigate risks. Manage all aspects of invoicing, from receipt and validation to processing and payment. This ensures timely and accurate compensation for services rendered, fostering strong and sustainable vendor relationships. Have profiles of all approved vendors, categorized by the services they provide.

This includes, but is not limited to, suppliers for:

Stationery and Office Supplies: Ensuring our offices are well-equipped with essential items.

Housekeeping and Pantry: Ensures cleanliness and supply of services to in-office staff.

Transportation Services: Facilitating efficient travel for staff and logistical needs.

Internet and Telecommunications: Providing reliable connectivity for all business operations.

Utilities: Managing essential services such as electricity, water, and waste management.

Maintenance and Repair Services: Covering a wide range of needs from building upkeep to equipment servicing.

Catering and Hospitality: Supporting internal events and guest services.

IT and Technology Support: Ensuring our systems run smoothly and securely, including repairs and installation of printers, network equipment, CCTV’s and other IT and technology support services.

Security Services: Maintaining a safe and secure working environment.

• Petty Cash & Asset Management: Manage petty cash transactions and maintain accurate accounting records. Oversee office asset inventory, coordinating with teams across Varahe sites.
• Legal & Statutory Coordination: Represent the office in interactions with internal stakeholders and external authorities to ensure legal and statutory compliance, particularly with local administrative bodies. Ensure compliance to local regulations and state regulations for the office operations.
• Staff Onboarding - Onsite coordination of assets: Facilitate onboarding processes by co-ordinating allocation of laptop, workstation and other things upon HR notification.
• Inventory Management: Manage in line with company protocols the office inventory to match project activities for the office.
• Internal Communication & Reporting: Draft and distribute internal communication materials. Assist in data collection, report generation, and basic data analysis for various functions performed for internal analysis and improvements.
• Travel & Hospitality Coordination: Arrange travel, accommodation, airport transfers, and local transportation for leadership and visiting teams as required. Partner with travel vendors.
• Guest house and Hotel operations for staff accommodation: Oversee scouting for suitable guest houses and local hotels to meet staff accommodation needs. Manage the maintenance of guest houses to ensure comfort and operational efficiency. Facilitate staff accommodation in local hotels, negotiating contracted rates based on office requirements and ensuring all arrangements align with company policies.
• Event Management: Lead planning and execution of site-level events, ensuring seamless coordination and memorable experiences.
• Health, Safety & Office Etiquette: Act as the site’s Health and Safety Lead to office premises and ensure sufficient measures are implemented in the site to ensure safety of staff. Maintain and ensure that office etiquette is maintained.
• Opening , closure and Transfer of assets- Coordination: Facilitate in opening , closure of office and transfer of assets from and to the project operation sites coordinating with multiple stakeholders in the organization.

Necessary Skills:

• Graduate in any discipline ; preference for candidates with background in Business Administration, Office Management, or related fields.
• Proficiency in MS Office Suite (Excel, Word, PowerPoint) and Google Workspace (Docs, Sheets, Calendar, Drive).
• Language Proficiency: Malayalam language (Read, Write, Speak) proficiency is a must have requirement for this role.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Experience in calendar management , meeting coordination, and travel/logistics arrangements.
• Attention to detail and ability to maintain confidentiality of sensitive information.
• Ability to coordinate with internal teams (HR, Finance, Operations) and external vendors.
• Basic understanding of compliance and documentation processes.
• Problem-solving skills and ability to handle administrative challenges independently.
• Familiarity with office management tools or HRIS systems (e.g., Keka, Zimyo, Zoho People).
• Ability to work under pressure and manage multiple priorities effectively.
• Preferred: Experience working in political, media, or consulting organizations.

How to Apply

If you're a professional looking for a high-impact challenge, interested in joining a team of like-minded and motivated individuals who think strategically, act decisively, and get things done, drop in an email at

Job Title : Executive Administrative Assistant

Experience Level : 3+ years.

Location : Vadodara, Gujarat, India / WFH

Shift Time: US Shift

Primary Responsibilities:

● Document Management : Organize online folders, maintain file structures across Google Drive, immediate availability for real-time document sharing during business hours.

● Entity Management : Create new LLCs, manage ongoing compliance for multiple entities, coordinate with attorneys for filings and renewals, and maintain corporate records.

● Technology Administration : Monday.com expert (implement improvements and optimize workflows), Canva master for marketing materials, CRM management, and optimization.

● External Communications : Professional communication with lenders, banks, insurance, and legal counsel, coordinate third-party inspections up to $2,000

● Project Management : Coordinate multi-step projects, track timelines and deliverables, facilitate team collaboration

● Specialized Tasks : Organize closing documents, manage cost-segregation studies, and handle registered agent coordination

Example of Decision-Making Authority:

● Approved : Up to $2,000 for inspection reports and standard vendor services

● Requires Approval : Structural changes, DocuSign documents, LLC formation docs

Required Qualifications:

● 3 to 5+ years executive administrative experience (real estate/finance preferred)

● Expert proficiency in Monday.com, Canva, Google Suite, and CRM systems

● Proven experience with LLC formation and corporate compliance

● Exceptional communication for interactions with banks, attorneys, and insurance

● Strong project management and confidentiality with sensitive information

Shift Timings : 4.30 am to 1.30 pm

Location : Ahmedabad

Package : 4 to 5 LPA

Company Description

Ledgercraft is an Offshore service provider offering a range of accounting, payroll, financial, data analytics, business execution, and credit financial services. Located in India, Ledgercraft is dedicated to delivering accurate and timely services to its clients. We prioritize efficiency and precision, ensuring the highest standards of service delivery.

Role Description

This is a full-time, on-site role located in Ahmedabad for a Junior Administrative Assistant at Australia Mortgage within Ledgercraft. The Junior Administrative Assistant will perform various administrative duties including maintaining records, Handling Client Calls, Maintaining Data sheets in excel, Should have basic understanding of Mortgage finance, Co ordination with team and assisting with clerical tasks. The role involves supporting executives with administrative assistance, ensuring effective communication, and upholding phone etiquette.

Qualifications

• Administrative Assistance and Clerical Skills
• Phone Etiquette and Communication skills
• Executive Administrative Assistance experience
• Strong organizational and multitasking abilities
• Proficiency with office software and equipment
• High attention to detail and accuracy
• Previous experience in administrative roles is preferred
• Relevant educational background is a plus