Job Description

Front Office & Reception Management

Manage office reception, handling all incoming communications and visitors professionally.

Maintain daily employee attendance (muster) records.

Ensure high-quality hospitality for clients, vendors, and visitors, including refreshments appropriate to time and season.

Maintain logs for incoming calls and ensure timely communication to concerned staff.

Coordinate inward and outward documentation, courier handling, and delivery tracking.

Maintain office files, including numbering, monthly review, arrangement, and proper storage.

Track and manage office inventory, including stationery, printer consumables, stamps, and pantry supplies.

Coordinate with vendors and follow up on payment collections.

Housekeeping & Vehicle Management

Ensure cleanliness and hygiene of office premises, including washrooms, furniture, computers, and pantry areas.

Supervise office assistants, housekeeping staff, and drivers.

Monitor proper use of office resources, including electricity and consumables.

Ensure pantry appliances, utensils, and crockery are clean and in good working condition.

Order staff snacks responsibly and minimizes wastage.

Supervise repair and maintenance work, including vehicle health checks.

Maintain and monitor vehicle records such as PUC, insurance, service logs, and performance diaries.

Executive Communication & Stakeholder Management

Act as the primary liaison between Partners and trustees, volunteers, beneficiaries, vendors, community leaders, and partner organizations.

Draft, review, and manage professional correspondence including emails, invitations, announcements, and messaging app communications.

Maintain structured follow-ups, reminders, and stakeholder touchpoints to ensure alignment and engagement.

Administration, Documentation & Reporting

Maintain accurate administrative records including plans, review notes, action trackers, attendance logs, reports, and post-event documentation.

Handle partner family-related financial tracking, including coordination with accountants, budget monitoring, and expense reconciliation.

Prepare presentations, proposals, briefing notes, meeting decks, and talking points for internal and public engagements.

Ensure systematic digital filing and archiving of documents, minutes, media assets, communication records, and financial documentation.

Calendar, Priority & Workflow Management

Manage Partners' calendars, scheduling planning sessions, review meetings, follow-ups, and public engagements.

Prepare Partners ahead of meetings with agendas, background notes, and action trackers.

Proactively identify and flag priorities, deadlines, risks, dependencies, and opportunities requiring leadership attention.

Representation, Events & Public Relations Support

Represent Partners at meetings, events, and community engagements when required.

Coordinate event logistics with vendors, suppliers, media partners, and internal teams.

Support public-facing initiatives through communication coordination, outreach, and stakeholder visibility efforts.

Job Type: Full-time

Pay: ₹20,000.00 - ₹25,000.00 per month

Benefits:

Health insurance
Work Location: In person

Expected Start Date: 19/01/2026