Office Administrator

Position Overview

We are looking for a proactive, well-organized and highly professional Executive Assistant (EA) to support the Managing Director in day-to-day business, administrative, coordination and strategic activities. The role requires excellent communication, confidentiality, multitasking and follow-up skills, with the ability to manage priorities in a fast-paced environment.

Key Responsibilities

• Plan, schedule and coordinate appointments, meetings, reminders, daily commitments and weekly calendars of the Managing Director.
• Receive, screen and prioritize calls and emails; take messages and ensure timely follow-up.
• Assist HNI and VIP customers, including coordination of critical outdoor catering, party orders and VIP reservations.
• Take dictations and prepare professional correspondence, notes and other communications based on instructions from the Managing Director.
• Prepare, edit and compile agendas, meeting minutes, presentations, reports and business documents.
• Organize and maintain physical and digital files, documents and office records while ensuring confidentiality and data security.
• Manage travel arrangements including flight/train bookings, hotel reservations and other travel requirements for the Managing Director and senior executives.
• Coordinate boarding and lodging arrangements for outstation visitors according to their requirements and preferences.
• Conduct primary and secondary research and prepare briefs, reports and presentations within defined timelines.
• Record important discussions and instructions of the Managing Director and convert them into actionable tasks and follow-up plans.
• Coordinate communication related to projects, new launches, expansion and diversification initiatives handled by the Managing Director's office.
• Act as a key point of contact between the Managing Director, employees, customers, vendors and other external stakeholders.
• Track work plans and tasks assigned by the Managing Director and monitor progress and deadlines.
• Coordinate with suppliers and vendors, including international vendors from countries such as China and Italy, regarding quotations, purchase orders, deliveries and payments.
• Obtain and compare quotations from suppliers, vendors and contractors and negotiate for competitive pricing and commercial terms.
• Coordinate procurement of materials and supplies based on the Managing Director's requirements and approvals.
• Coordinate maintenance, repair and upkeep of corporate offices, outlets and store infrastructure as required.
• Assist in induction and training coordination for selected employees associated with the Managing Director's office.
• Handle confidential information and sensitive business matters with a high degree of professionalism and discretion.
• Proactively identify pending matters, follow up with concerned stakeholders and ensure timely closure.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Excellent follow-up and coordination skills.
• Proficiency in MS Office, MS Excel, PowerPoint and email communication.
• Strong drafting, documentation and presentation skills.
• Ability to handle confidential and sensitive information.
• Strong interpersonal and negotiation skills.
• Ability to multitask and manage changing priorities.
• Professional personality with strong attention to detail.
• Ability to interact confidently with HNI/VIP customers, senior management, vendors and external stakeholders.
• Willingness to work with flexible priorities and assigned shifts

We are looking for a responsible and organized Office Executive to handle day-to-day office activities and administrative tasks. The candidate will be responsible for maintaining office records, coordinating with employees and clients, handling documentation, and ensuring smooth office operations.

Key Responsibilities:

• Manage day-to-day office administrative activities.
• Maintain files, records, documents, and office data.
• Handle emails, calls, and general office correspondence.
• Coordinate with clients, employees, vendors, and other departments.
• Prepare reports, documents, and basic Excel sheets.
• Maintain attendance and other office-related records.
• Handle printing, scanning, filing, and documentation work.
• Support management and other departments with administrative tasks.
• Ensure smooth functioning of daily office operations.

Required Skills:

• Good communication skills.
• Basic knowledge of MS Office (Word, Excel, Outlook).
• Good organizational and time-management skills.
• Ability to handle multiple tasks.
• Basic computer knowledge.
• Marathi/Hindi/English communication skills will be an advantage.

Qualification:

• Minimum 12th Pass / Graduate.
• Freshers can apply.
• Previous office/admin experience will be an advantage.

Job Type:

Full Time | On-site

Manage the executive’s calendar, appointments, meetings, and schedules.

Coordinate internal and external meetings and maintain meeting calendars.

Prepare presentations, reports, documents, and MIS as required.

Handle emails, correspondence, and follow-ups on behalf of management.

Coordinate with internal departments, clients, vendors, and external stakeholders.

Maintain confidential documents and business information.

Arrange travel, accommodation, and other logistics when required.

Prepare meeting agendas, minutes, and track action items.

Follow up with teams to ensure timely completion of assigned tasks.

Maintain records, files, and important documents.

Support management in day-to-day administrative and operational activities.

Handle multiple priorities and ensure deadlines are met.

Name of the Position: Office Assistant

• Assist staff with basic office tasks.
• Photocopy, scan, and file documents when required.
• Deliver documents to clients.
• Basic knowledge of Word and Excel.
• Enter data into Excel and Word files.
• Coordinate efficiently with admin and HR teams for daily operational support .
• Prepare Attendance records in the Register.
• Update Computers and laptop stock details in computer.
• Perform other basic tasks assigned by management.
• Maintain office stationery, cleaning equipment stock.
• Visit banks, post offices, or courier offices when required
• Refill drinking water bottles for the Director.
• Prepare and serve tea, coffee, and water for Management and visitors.
• Maintain cleanliness of the pantry area.
• He/She needs to supervise the cleaning staff to clean the office. (Desks, Pantry, Washroom).
• Dust all computers and laptops.
• Ensure cleanliness and maintenance of office premises at all times .
• Accuracy and timeliness in document delivery and administrative assistance .
• Properly handle office assets and equipment .
• Minimal complaints regarding hygiene, punctuality, or service quality .

Qualifications: Minimum HSC

Experience: 1+ yr

Location: Chembur West

Salary: 12000 - 15000/-

Job Summary:

Admin and Front Office Executive to be the first point of contact for our organization. The ideal candidate will have excellent communication and organizational skills, ensure smooth front office operations while providing administrative support to various departments.

Key Responsibilities:

• Greeting and assist visitors in a courteous and professional manner.
• Answer direct incoming phone calls.
• Maintain visitor logs and ensure visitor access procedures are followed.
• Handle incoming and outgoing courier services, and deliveries.
• Coordinate with housekeeping, security, and facility teams for smooth office operations.
• Provide administrative support, including filing, document scanning, and record management.
• Recording daily cash expenses and maintaining vendor invoices.
• Management of Stationary, Housekeeping & Pantry inventory.
• Coordinate with internal departments to ensure smooth communication.
• Monitor office maintenance and ensure workplace safety and hygiene standards.
• Maintain confidentiality of company information and visitor records.
• Maintenance of company Assets & Inventory.
• Writing clear, formal, and professional emails for internal and external communication.
• Perform other administrative duties as assigned.
• Coordinating with HR team for employee engagement activities and implementation of office policies.