Job Description

Email Communication:

?Sorting, prioritizing, and responding to emails on behalf of teams or executives.

Phone Handling:

?Answering, screening, and directing calls to the appropriate personnel.

Visitor Management:

?Greeting guests, managing sign-ins, and coordinating with staff for appointments.

Organizing Files and Records

Maintaining both?

digital and physical filing systems

?for easy retrieval. Ensuring documents are properly labeled, stored, and archived as needed. Handling confidential information with discretion and compliance with data protection policies.

Handling Scheduling and Logistics

Coordinating?

appointments, meetings, and travel arrangements

?for staff. Managing conference room bookings and resolving scheduling conflicts. Overseeing office supplies and ensuring necessary materials are stocked.

Coordinating Meetings and Taking Minutes

Sending out?

meeting invites, agendas, and reminders

?to participants. Setting up meeting rooms with required equipment (projectors, video calls, etc.). Recording?

meeting minutes

, summarizing key points, and distributing follow-up action items.

Processing Invoices and Purchase Orders

Verifying and processing vendor invoices for payment. Tracking expenses and ensuring they align with budgets. Assisting with procurement by raising?

purchase orders (POs)

?and liaising with suppliers.

Maintaining Internal Communication Flow

Serving as a?

central point of contact

?between departments. Disseminating company announcements, policy updates, and memos. Facilitating smooth information exchange to prevent miscommunication.
These daily tasks ensure that the office operates efficiently, allowing other employees to focus on their core responsibilities.

Check out the roles and responsibilities of a Project Coordinator.

Long-Term Organizational Responsibilities

While daily tasks keep operations running smoothly, administrators also play a strategic role in long-term organizational efficiency. These responsibilities include:

Policy Implementation & Compliance

Assisting in the development and enforcement of?

company policies and procedures

. Ensuring compliance with?

labor laws, industry regulations, and data protection standards

?(e.g., GDPR, HIPAA). Conducting periodic audits to verify adherence to internal and external guidelines.

Process Optimization & Workflow Management

Identifying inefficiencies in administrative workflows and proposing improvements. Implementing?

digital tools (e.g., CRM, ERP, project management software)

?to automate repetitive tasks using

workforce analytics software

. Training staff on new systems and best practices to enhance productivity.

Budget Oversight & Financial Administration

Assisting in?

budget planning and expense tracking

?for administrative functions. Monitoring office expenditures and identifying cost-saving opportunities. Collaborating with finance teams to prepare reports and forecasts.

Human Resources Support

Assisting with?

onboarding new employees

?(preparing documentation, scheduling training). Maintaining?

employee records

?(attendance, leave, performance evaluations). Supporting HR in?

organizing staff events, benefits administration, and conflict resolution

.

Vendor & Stakeholder Relationship Management

Negotiating contracts with?

suppliers, service providers, and office vendors

. Building long-term partnerships to ensure quality service and cost efficiency. Acting as a liaison between management, employees, and external stakeholders.

Crisis & Continuity Planning

Developing?

business continuity plans

?(e.g., emergency protocols, remote work policies). Ensuring backup systems for critical data and communication channels. Coordinating disaster recovery efforts in case of disruptions.
Administrators are the backbone of an organization, balancing?

day-to-day operations

?with?

strategic long-term responsibilities

. Their role ensures stability, efficiency, and adaptability, key factors in sustaining business growth.

Job Types: Full-time, Permanent, Fresher

Pay: ₹15,000.00 - ₹20,000.00 per month

Benefits:

Cell phone reimbursement Food provided Health insurance Internet reimbursement Leave encashment Life insurance
Willingness to travel:

100% (Required)
Work Location: In person