Office Administrator

Job Summary

We are seeking an organized, responsible, and proactive Office Administrator to manage day-to-day office operations, facilities, kitchen activities, vendor coordination, and company vehicle-related requirements.

Key Responsibilities

- Manage daily office administration and ensure the smooth functioning of the workplace.
- Coordinate with housekeeping, security, maintenance, and other service vendors.
- Manage office kitchen operations, including pantry supplies, groceries, utensils, cleanliness, and daily requirements.
- Coordinate with kitchen staff and helpers and monitor hygiene and cleanliness standards.
- Maintain kitchen inventory records and ensure the timely availability of required items.
- Coordinate lunch, snacks, tea, coffee, and other office refreshments as required.
- Monitor office cleanliness, hygiene, and overall workplace facilities.
- Maintain office supplies, stationery, pantry items, and administrative inventory.
- Coordinate company car maintenance, servicing, repairs, insurance, PUC, FASTag, and other vehicle-related requirements.
- Follow up with drivers, service centers, garages, and vendors to ensure timely vehicle maintenance and repairs.
- Maintain records of vehicle servicing, expenses, documents, and maintenance schedules.
- Coordinate employee transportation and driver-related requirements whenever required.
- Handle vendor quotations, bills, invoices, and payment follow-ups.
- Coordinate repairs and maintenance for electrical, plumbing, internet, CCTV, furniture, and other office facilities.
- Maintain records of office assets, equipment, documents, and administrative expenses.
- Manage office access cards, parking, and other employee facility requirements.
- Arrange meeting rooms and support internal meetings, celebrations,



and office events.
- Coordinate employee requirements related to office facilities.
- Prepare and maintain administrative reports, registers, and records.
- Support HR and management with administrative activities as required.
- Ensure the timely completion of routine office tasks and follow-ups.
- Handle any other administrative responsibilities assigned by management.
- Support employee engagement activities, celebrations, meetings, visitors, and company events.
- Coordinate food, seating, decorations, transportation, and other logistical requirements for events.

Required Skills

- Strong communication and coordination skills.
- Excellent organizational and time-management skills.
- Strong follow-up and vendor management skills.
- Good knowledge of Google Workspace/MS Office, especially Excel.
- Ability to manage office, kitchen, vehicle, and facility-related activities.
- Strong problem-solving and multitasking abilities.
- Excellent attention to detail and a robust sense of responsibility.
- Ability to work independently and coordinate with different teams.
- Good knowledge of vendor negotiation and quotation comparison.
- Basic understanding of procurement, billing, and expense management.
- Ability to maintain accurate records and documentation.
- Ability to handle confidential company information responsibly.
- Willingness to handle urgent office requirements outside routine tasks when necessary.

Qualification & Experience

- Graduate in any discipline.
- 1 year of experience in office administration, facility management, or a similar role.
- Experience in office administration, kitchen or pantry management, vendor coordination, and vehicle coordination will be preferred.

Pay: ₹10,000.00 - ₹15,000.00 per month

Perks:

- Food provided
- Provident Fund

Work Location: In person

📌 Office Administrator (Pune)
🏢 Vespar Media
📍 Pune