Job Description

We are seeking a highly experienced reliable, organized, and people-oriented Office Administrator to manage the smooth functioning of our office operations. This role requires a professional who combines strong administrative expertise with a hospitality-driven mindset, ensuring warm, efficient, and high-quality experience for employees, clients and our entire stakeholder ecosystem. The ideal candidate will be detail-oriented, calm under pressure, trustworthy, and proactive, with the ability to manage multiple priorities while maintaining high service standards. The Administrator will support managers and employees by coordinating day-to-day administrative activities, including managing office equipment, expense management, scheduling meetings and events, arranging business travel, and overseeing vendor coordination. The successful candidate should bring prior experience in office administration or a similar role and tech savvy with intermediate to expert level knowledge and experience of working with various technology tools like MS Office suite such as MS Word, Excel, PowerPoint being the most important along with the other productivity tools like HRMS, CRM, Travel and Expense Management etc. Ultimately, this role plays a key part in ensuring that office procedures run smoothly and the workplace reflects professionalism, efficiency, and care.
Key Responsibilities
Office Operations & Hospitality

• Schedule and coordinate internal and external meetings, including meeting room setup and hospitality arrangements (food & beverages).
• Act as the first point of contact for guests and visitors, ensuring a warm and professional experience.
• Ensure overall upkeep of the office, including workspace hygiene, pantry standards, and service quality.
• Maintain operational oversight of key administrative processes, identifying opportunities to improve efficiency and workflow.

Travel, Events & Engagement

• Manage business travel arrangements for employees, including flight and hotel bookings, itineraries, visa coordination, and calendar management..
• Plan and execute office events, offsites, and team activities end-to-end.
• Build and maintain a global database of restaurants and hotels to proactively manage business travel and client hosting especially for frequently visited foreign destinations (strong geographical awareness required).
• Organise complex travel itineraries, visa applications, logistics and documentation with precision.

Vendor, Finance & Assets

• Handle vendor management, including onboarding new vendors, maintaining vendor records, system registrations, and invoice documentation.
• Coordinate expense management, including end-to-end handling of expense claims, receipt tracking, and timely submission to the respective team.
• Oversee office supplies and pantry management, ensuring adequate stock and cost control.
• IT Asset Management.

Employee Support & Compliance

• Maintain employee records (physical and digital), including documentation and basic leave tracking.
• Manage incoming and outgoing mail and courier services.
• Prepare reports, trackers, and presentations for management.
• Act as a key point of contact for queries from managers and employees, ensuring timely and professional support.
• Update and maintain office policies and SOPs, ensuring compliance and smooth implementation.

Key Skills & Requirements

• Excellent spoken and written English with a warm, professional personality.
• 8-10 years of experience in administration, corporate services, or hospitality roles.
• Candidate must possess at least a PG Degree / Diploma in HR and Administration or an equivalent Professional Qualification in similar fields. Proficiency in MS Word, Excel, PowerPoint & Outlook.
• Strong organizational, prioritization, and time-management skills.
• High attention to detail with a disciplined work ethic.
• Clear communicator with strong interpersonal and stakeholder skills.
• Professional presence when interacting with guests and senior leaders.
• Self-starter with ownership mindset; able to work with minimal supervision.
• Growth mindset with eagerness to learn and improve continuously.
• Trustworthy & discreet in handling confidential information.
• Calm under pressure, adaptable, and flexible.
• Proactive problem-solver with a positive attitude.
• Customer service / hospitality experience is a strong advantage.
• Strong business acumen and ability to engage confidently with senior stakeholders.
• Strategic anticipation - able to think several steps ahead; predicts needs before they arise; pre-empts problems.
• Outstanding attention to detail coupled with a strong sense of ownership.

Skills Required