Job Type: Full-Time
Work Mode: On-Site
Experience: 2–3 Years
Department: Administration & Operations

About the Role

We are looking for an organized, proactive, and responsible Project Manager – Admin to manage day-to-day office administration, vendor coordination, employee support, and operational activities. The ideal candidate should be capable of handling multiple responsibilities, ensuring smooth office operations, maintaining proper documentation, and coordinating with internal teams and external vendors.

The candidate should have strong communication, organizational, problem-solving, and time-management skills.

Key Responsibilities1. Office Administration

- Manage day-to-day office operations and ensure the office runs smoothly.
- Maintain office cleanliness, discipline, and a professional working environment.
- Manage office supplies, stationery, equipment, and inventory.
- Monitor and arrange maintenance of office equipment, furniture, internet, electricity, and other utilities.
- Coordinate office repairs, housekeeping, security, and facility management.
- Ensure office resources are used efficiently and cost-effectively.
- Maintain records of office assets, equipment, and company property.

2. Vendor & Supplier Management

- Identify, onboard, and coordinate with vendors and service providers.
- Manage vendors for housekeeping, internet, IT support, stationery, office maintenance, and other business requirements.
- Request quotations, compare prices, negotiate costs, and ensure timely delivery of services.
- Track vendor payments, invoices, contracts, and service agreements.
- Monitor vendor performance and resolve service-related issues.
- Maintain an updated vendor database and ensure quality service at reasonable costs.

3. Employee & Team Coordination

- Assist with employee onboarding, joining formalities, and exit procedures.
- Coordinate attendance, leave records, employee documentation, and general administrative requirements.
- Support HR in scheduling interviews, maintaining employee records, and coordinating internal activities.
- Communicate company policies, office guidelines, and administrative updates.
- Coordinate with team members to resolve day-to-day workplace issues.
- Help organize employee meetings, training sessions, celebrations,



and other office events.

4. Administrative Documentation & Reporting

- Maintain office files, records, bills, invoices, purchase orders, and other documents.
- Prepare daily, weekly, and monthly administrative reports.
- Track office expenses, petty cash, reimbursements, and operational costs.
- Maintain records of vendor payments and coordinate with the accounts team.
- Ensure documents are properly organized, updated, and accessible when required.
- Assist management with administrative reports, data entry, and other documentation.

5. Purchase & Inventory Management

- Monitor stock levels of stationery, pantry supplies, office equipment, and other essentials.
- Raise purchase requests and coordinate procurement activities.
- Maintain inventory records and track the issuance of office assets.
- Ensure timely replenishment of essential supplies.
- Verify deliveries against purchase orders and invoices.
- Identify opportunities to reduce unnecessary expenses and improve purchasing efficiency.

6. Travel, Meetings & Event Coordination

- Arrange business travel, hotel bookings, transportation, and other travel requirements.
- Coordinate meeting schedules, conference rooms, and visitor appointments.
- Manage incoming calls, emails, courier services, and visitor coordination as required.
- Organize company meetings, internal events, and employee engagement activities.
- Ensure all logistical requirements are arranged in advance.

7. Operations & Management Support

- Coordinate administrative tasks and operational projects assigned by management.
- Track pending tasks, deadlines, and follow-ups with relevant stakeholders.
- Identify operational gaps and recommend improvements in office processes.
- Ensure administrative activities are completed within the defined timelines and budgets.
- Support management with special projects, reporting, and general operational requirements.




- Maintain confidentiality of company information, employee records, and business documents.

Required Skills & Qualifications

- 2–3 years of experience in office administration, operations, facilities management, or a similar role.
- Graduate in any discipline; relevant administrative experience is preferred.
- Strong organizational, coordination, and multitasking abilities.
- Good verbal and written communication skills.
- Proficiency in MS Office, Google Workspace, spreadsheets, and email communication.
- Experience in vendor management, purchase coordination, and expense tracking.
- Ability to maintain records, prepare reports, and follow up on pending tasks.
- Strong negotiation, problem-solving, and time-management skills.
- Ability to work independently and take ownership of responsibilities.
- A proactive, disciplined, and detail-oriented approach.

Preferred Qualities

- Previous experience managing complete office administration independently.
- Ability to coordinate with multiple vendors and internal departments.
- Strong follow-up skills and attention to detail.
- Cost-conscious mindset with a focus on efficiency.
- Professional attitude, accountability, and a solutions-oriented approach.

Key Performance Indicators (KPIs)

- Smooth and uninterrupted day-to-day office operations.
- Timely completion of administrative tasks and management requests.
- Effective vendor coordination and service quality.
- Proper maintenance of office records, inventory, and assets.
- Timely processing and tracking of bills, invoices, and expenses.
- Productive management of office costs and procurement.
- Employee satisfaction with administrative support.
- Timely submission of administrative reports.

What We Are Looking For

We need someone who takes ownership rather than waiting for instructions, can manage multiple administrative responsibilities independently, and ensures that every aspect of office operations is handled efficiently. The ideal candidate will act as the central point of coordination for office administration, vendors, employees, and management.

Work Location: In office
Employment Type: Full-Time

Pay: ₹25,000.00 - ₹40,000.00 per month

Work Location: In person

📌 Project Manager – Admin (Shahdara)
🏢 Matya Advisory Services Pvt
📍 Shahdara