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Hi,

We are hiring for Office Admin for our client, CA firm in Indhra nagar, Bangalore location.

Job Overview

We are seeking a detail-oriented Office Admin. This full-time, mid-level position requires proficiency in Microsoft Office, communication, and records management. The Office Admin will assist in the smooth running of administrative operations, supporting the team with essential document management and coordination tasks.

Qualifications and Skills

• Proficiency in Microsoft Office suite, including Word, Excel, and Outlook for daily administrative tasks (Mandatory skill).
• Strong communication skills both written and verbal are essential for effective interaction (Mandatory skill).
• Experience in maintaining and organizing records, ensuring data accuracy and accessibility (Mandatory skill).
• Scheduling meetings, appointments, and managing calendars efficiently to support organizational needs.
• Data entry proficiency with attention to detail for maintaining accurate records and documentation.
• Familiarity with filing systems, both digital and physical, ensuring documents are well-organized and retrievable.
• Document preparation skills including drafting, editing, and formatting of administrative materials.
• Ability to handle calendar management, coordinating schedules, and communicating with team members.

Roles and Responsibilities

• Manage and organize office operations and procedures for efficient workflow.
• Coordinate schedules and appointments to ensure seamless daily operations.
• Assist in the preparation and distribution of documents, reports, and presentations.
• Oversee records management tasks, ensuring both physical and electronic files are accurately maintained.
• Communicate effectively with staff, clients, and suppliers to support the teams needs.
• Maintain a safe and secure working environment by implementing effective office systems.
• Support the recruitment team by preparing necessary training materials and maintaining recruitment databases.
• Assist in the coordination of company events, meetings, and conferences.

Responsibilities:

• Office Supplies Management: Manage all requirements related to printing and stationery, ensuring adequate stock levels and timely procurement.
• Travel & Accommodation: Handle comprehensive travel and accommodation arrangements for employees during their official travel, including domestic ticket and vehicle bookings.
• Housekeeping & Registers: Oversee the housekeeping team and manage various registers, such as inward/outward courier logs, ensuring accuracy and organization.
• Onboarding Administration: Manage the administrative aspects of employee onboarding, ensuring a smooth welcoming process for new hires.
• Fixed Asset Management: Maintain an accurate fixed asset register for all office assets, tracking their acquisition, location, and depreciation.
• Vendor Management: Handle vendor relationships, including periodic AMC (Annual Maintenance Contract) renewals, ensuring timely service and favorable terms.
• Invoice & Petty Cash Processing: Process vendor invoices efficiently and manage petty cash, maintaining accurate records and reconciliations.
• Branch Setup & Upkeep: Manage the setup and ongoing upkeep of branch offices, ensuring they are well-maintained and functional.
• Project & Event Support: Assist the Head HR Admin in any new projects, events, or office-related initiatives.
• Travel Policy Adherence: Ensure strict adherence to the company's travel policy for all employee travel arrangements and event logistics.
• Event Coordination: Coordinate official travels, office picnics, and any other company events, managing all logistical aspects.
• Hotel Bookings: Manage all hotel bookings for employees and company guests.
• Ad-hoc Activities: Undertake any other administrative activities as assigned by the management.

Required Skills:

• Knowledge of managing printing and stationery requirements.
• Experience in managing travel and accommodation arrangements for employees.
• Ability to manage housekeeping teams and maintain various registers (e.g., courier).
• Capability to handle the administrative part of onboarding.
• Proficiency in maintaining fixed asset registers for office assets.
• Experience in vendor management, including AMC renewals.
• Skills in vendor invoice processing and petty cash management.
• Ability to manage branch setup and upkeep.
• Willingness to assist the Head HR Admin in new projects/events.
• Strong understanding and adherence to travel policies.
• Experience in making travel arrangements (tickets/vehicles) and managing hotel bookings.
• Excellent organizational and communication skills.

Job Descripton:

Office Administration & Operations

• Oversee all day-to-day office operations, ensuring smooth functioning of facilities, supplies, equipment, and vendor management.

• Maintain updated records, documentation, and compliance reports.

• Implement and monitor office policies, procedures, and security measures.

Event & Travel Management

• Plan and execute internal events, team activities, and corporate functions.

• Arrange domestic and international travel, including ticketing, accommodation, and itineraries.

• Coordinate logistics for conferences, training, and offsite meetings.

Calendar & Stakeholder Management

• Manage calendars, schedule appointments, and organize meetings for senior leadership.

• Act as the SPOC (Single Point of Contact) for employees, vendors, visitors, and external partners.

• Liaise with internal departments to ensure smooth communication and workflow.

Security & Risk Management

• Develop and oversee office security protocols, including emergency preparedness and backup plans.

• Coordinate with building management and security agencies to maintain a safe workplace.