Job Description

Office coordinator

Job location: Mukund Nagar

Key Responsibilities

1. Facility & Front Desk Management

Reception & Guest Services

Greet guests, candidates, clients, and vendors with a professional and courteous demeanor Manage the EPABX system and efficiently redirect incoming calls to appropriate departments Maintain a visitor log and issue visitor passes as required Ensure the reception area is clean, welcoming, and well-organized at all times
Housekeeping Oversight

Supervise daily cleaning and maintenance staff to ensure office spaces meet high hygiene and cleanliness standards Oversee pantry maintenance, washroom cleanliness, and waste management protocols Coordinate with housekeeping teams to address maintenance issues promptly Conduct periodic audits of facility cleanliness and safety standards
Asset Management

Maintain and update a comprehensive register of office assets (IT hardware, furniture, equipment) Track asset lifecycle and coordinate repairs, servicing, and AMC (Annual Maintenance Contract) visits Ensure timely preventive maintenance and document all maintenance activities Manage asset disposals and write-offs in coordination with Finance and Management
2. Local Vendor & Procurement

Vendor Management

Source, evaluate, and manage local Pune vendors for stationery, printing services, and office supplies Maintain vendor databases and performance records Negotiate competitive rates and favorable payment terms Ensure vendor compliance with company standards and delivery timelines
Pantry & Supplies Management

Procure and manage pantry supplies including tea, coffee, snacks, beverages, and consumables Monitor pantry stock levels and place timely orders to prevent shortages Maintain pantry hygiene and ensure expiry date compliance Manage pantry cleaning schedules and equipment maintenance
Invoicing & Bill Management

Verify vendor invoices for accuracy and completeness Track and reconcile monthly utility bills (Electricity, Internet, Water, Waste Management) Coordinate with Finance team for timely vendor payments and bill settlements Maintain organized records of all invoices and receipts for audit purposes
4. Employee Experience & Engagement

Transport & Parking Management

Coordinate employee transport/cab services if provided by the company Manage parking allocations and maintain parking records Resolve parking-related issues and communicate policies to employees Coordinate with transport vendors for service quality and punctuality
Office Events & Celebrations

Organize and coordinate local office celebrations (Diwali, Ganesh Chaturthi, Foundation Day, etc.) Plan and execute team-building activities, offsite events, and informal gatherings Manage event logistics, budgets, vendor coordination, and procurement Ensure celebrations align with company culture and employee interests
Onboarding & Employee Support

Assist HR in setting up workstations for new hires with necessary IT equipment and stationery Prepare welcome kits and orientation materials for new employees Coordinate with IT and other departments for smooth onboarding Maintain a welcoming environment for new team members
Required Qualifications

Education

Bachelor's degree in any stream (B.Com, BBA, BA, or equivalent preferred) Relevant certifications in office administration or facility management (desirable)
Professional Experience

2-5 years of proven experience in office administration, front-office management, or related roles in Pune Demonstrated experience with vendor management and local procurement Experience in facility oversight and housekeeping coordination (preferred)
Language Proficiency

Fluent in English and Hindi (mandatory) Conversational Marathi is highly preferred for effective interaction with local authorities, vendors, and external stakeholders
Technical Skills

Proficiency in Microsoft Office Suite (Excel, Word, Outlook) Experience with internal communication tools (Slack, Microsoft Teams, or similar platforms) Comfortable with basic EPABX or telephony systems Ability to learn and use office management software and tools Basic knowledge of data entry and record maintenance
Location & Commute

Must be based in or able to commute daily to TMV Colony, Pune Flexibility for occasional evening or weekend events coordination
Job Types: Full-time, Permanent

Pay: ?9,650.44 - ?28,801.02 per month

Benefits:

Provident Fund
Work Location: In person