Job Description – Office Administrator

Company: MSSV Design Studio
Position: Office Administrator
Location: Bengaluru
Employment Type: Full-Time
Experience: 1–2 years
Reporting To: Founder / Management

About the Role

We are looking for a highly organised, proactive, and responsible Office Administrator to manage the day-to-day administrative operations of our interior design studio.

The ideal candidate should be able to coordinate effectively with the management, design team, project managers, vendors, clients, and external service providers. The person should be detail-oriented, good at communication, comfortable handling multiple responsibilities, and capable of ensuring that the office functions smoothly and professionally.

Key Responsibilities1. Office Administration

- Manage the day-to-day functioning of the office.
- Ensure the office is clean, organised, well-maintained, and adequately stocked.
- Manage office supplies, stationery, printing materials, pantry requirements, and other administrative needs.
- Maintain records of office assets, equipment, and consumables.
- Coordinate with housekeeping, maintenance, internet, security, and other service providers.
- Handle office-related purchases and maintain purchase records.
- Ensure timely renewal/payment of office-related services and subscriptions.

2. Front Office & Visitor Management

- Welcome and assist clients, vendors, consultants, and other visitors professionally.
- Manage incoming calls, enquiries, courier deliveries, and correspondence.
- Coordinate client meetings and ensure meeting rooms are prepared.
- Maintain a professional and welcoming environment for clients visiting the studio.

3. Client Coordination

- Coordinate with clients for meetings, appointments, document collection, and basic administrative requirements.
- Maintain client-related documents and records.
- Assist the design and project teams with client communication whenever required.
- Follow up on pending documents, approvals, signatures, and other administrative requirements.
- Ensure important client information is properly documented and communicated internally.

4. Team Coordination & Support

- Maintain attendance and leave records of employees.
- Coordinate joining formalities and documentation for new employees.
- Maintain employee files and basic HR records.
- Assist management with internal communication and team coordination.
- Coordinate office meetings, team meetings, celebrations, and internal events.




- Ensure employees have the required office resources and support.

5. Documentation & Record Management

- Maintain proper physical and digital filing systems.
- Organise company documents, invoices, bills, agreements, purchase records, and other administrative documents.
- Maintain vendor and service-provider records.
- Track important documents and ensure timely filing and updating.
- Maintain confidentiality of company, employee, and client information.

6. Vendor & Service Provider Coordination

- Coordinate with office vendors and service providers.
- Obtain quotations for office requirements when required.
- Compare quotations and coordinate approvals with management.
- Follow up on deliveries, repairs, maintenance, and service requests.
- Maintain a database of regular vendors and their contact details.

7. Accounts & Expense Support

- Maintain records of office expenses and petty cash.
- Collect and organise bills, invoices, receipts, and payment documents.
- Coordinate with the accounts team for invoice processing and payments.
- Track recurring office expenses and upcoming payments.
- Maintain proper documentation for reimbursements and administrative expenses.

8. Administrative Support to Management

- Provide day-to-day administrative support to the Founder and management.
- Assist with scheduling meetings and appointments.
- Prepare basic reports, trackers, lists, and administrative documents.
- Coordinate communication between management and internal teams when required.
- Take ownership of assigned administrative tasks and ensure timely completion.

Additional Responsibilities – Interior Design Studio

Since MSSV Design Studio operates in the interior design and execution industry, the Office Administrator may also be required to:

- Coordinate documentation between the design, project management, production, and execution teams.
- Maintain records related to ongoing projects.
- Assist with organising material samples, catalogues, vendor details, and product information.
- Coordinate with vendors and suppliers for sample deliveries and office requirements.
- Maintain records of project-related meetings and administrative communication.




- Assist in coordinating site visits, client meetings, and internal project meetings.
- Support the team in maintaining an organised sample library and material display area.

Skills & Competencies

- Excellent organisational and time-management skills.
- Strong verbal and written communication skills.
- Good interpersonal and coordination skills.
- Proactive and responsible approach to work.
- Ability to multitask and prioritise responsibilities.
- Strong attention to detail.
- Valuable follow-up skills.
- Ability to maintain confidentiality.
- Problem-solving attitude.
- Ability to work independently as well as with a team.
- Professional and presentable personality.
- Good knowledge of MS Office / Google Workspace, especially Excel and Word.
- Basic understanding of documentation, billing, invoices, and office administration.

Preferred Qualifications

- Bachelor's degree in Business Administration, Commerce, Management, or a related field.
- Prior experience in office administration, operations, interior design, architecture, construction, or a similar industry will be an advantage.
- Experience working in a small or mid-sized organisation where the individual is expected to take ownership of multiple responsibilities will be preferred.

Key Performance Expectations

The Office Administrator will be expected to:

- Ensure smooth and efficient day-to-day office operations.
- Maintain accurate and organised records.
- Ensure timely follow-up on administrative tasks.
- Maintain professional coordination with clients, vendors, and employees.
- Reduce administrative delays and ensure tasks are completed within timelines.
- Maintain a professional office environment.
- Take ownership rather than waiting for instructions for routine administrative matters.

Ideal Candidate

We are looking for someone who is responsible, organised, proactive, dependable, and solution-oriented. The ideal candidate should be someone who can independently manage the administrative functioning of the office and act as a reliable support system for the management and the entire team.

Salary: As per experience and industry standards.

Pay: ₹15,000.00 - ₹18,000.00 per month

Benefits:

- Paid sick time
- Paid time off

Ability to commute/relocate:

- Bellandur, Bengaluru, Karnataka: Reliably commute or planning to relocate before starting work (Required)

Experience:

- Microsoft Excel: 1 year (Required)

Language:

- hindi and english (Required)

Work Location: In person

📌 Office Administrator (Bellandur)
🏢 Mssv Architects and Interior Design Studio
📍 Bellandur