SWARAN SOFT SUPPORT SOLUTIONS PVT. LTD.

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Gurugram, India | UAE| Estonia | USA - JOB DESCRIPTION

Office Administrator

Job Title

- Office Administrator

Department

- Administration & Operations

Reporting To

- COO / Founder & CEO

Location

- Gurugram, Haryana (In office)

Experience

- 4 to 10 Years

Employment Type

- Full-Time, Permanent

Travel Requirement

- Own two-wheeler / bike (mandatory for local errands & vendor visits)

- About Swaran Soft : Swaran Soft Support Solutions Pvt. Ltd. is an enterprise AI and digital transformation company headquartered in Gurugram, with offices in the UAE, Estonia, and the USA. Our Agentic AI Consulting & Managed Services division partners with enterprises across India and the Middle East to deploy intelligent automation, multilingual AI agents, and open-source workflow orchestration platforms. We are a fast-growing team that values ownership, agility, and execution excellence.

Role Overview : Key Responsibilities : 1. Office Administration & Facility Management :

- Ensure the office environment is clean, well-maintained, and fully operational at all times.
- Manage housekeeping staff schedules, supervise cleaning quality, and handle pantry supplies (tea, coffee, snacks, water, stationery).
- Coordinate with building management for maintenance, parking, security passes, and access cards.
- Oversee office infrastructure including furniture, IT peripherals, ACs, printers, UPS, and electrical fittings — schedule preventive maintenance and prompt repairs.
- Maintain an up-to-date inventory of office supplies, consumables, and assets; trigger timely reorders.

2. Vendor Coordination & Procurement :

- Identify, negotiate with, and manage relationships with vendors for office supplies, housekeeping services, AMC contracts,



catering, courier, and facility services.
- Raise purchase orders, track deliveries, verify invoices, and coordinate vendor payments with the finance team.
- Maintain a vendor register with contract terms, renewal dates, and performance records.
- Source and evaluate current vendors periodically to ensure competitive pricing and quality.

3. Courier, Logistics & Errands :

- Manage all inbound and outbound courier dispatches; maintain a courier log with tracking details.
- Handle bank visits, government office errands, document submissions, and collections as required.
- Own two two-wheeler / bike is mandatory for running local errands, vendor site visits, and urgent pickups/drops across Gurugram.

4. Petty Cash & Expense Management :

- Maintain petty cash with accurate daily records; reconcile weekly with the finance team.
- Process reimbursement requests, utility bill payments, and small procurement expenses.
- Ensure all expenses are documented with receipts and filed systematically.

5. Office Activities & Event Support :

- Organise team celebrations, festivals, birthday acknowledgements, and informal office events.
- Coordinate logistics for meetings, client visits, and townhalls — including room setup, refreshments, and AV equipment.
- Support onboarding logistics for new joiners: workstation setup, access cards, welcome kits, and orientation coordination.

6.



Liaison & Coordination :

- Act as the primary point of contact between the office and external agencies (building admin, security, ISPs, pest control, electricians, plumbers).
- Coordinate with internal teams (HR, Finance, IT) for cross-functional admin requirements.
- Handle travel desk support if required — cab bookings, hotel reservations, and guest logistics for visiting team members or clients.

Experience

- 4 to 10 years in office administration, facility management, or a similar operations role

Education

- Graduate in any discipline (BBA / B.Com preferred but not mandatory)

Location

- Must be based in Gurugram or willing to relocate immediately

Transport

- Own bike / two-wheeler (mandatory) with valid driving licence

Languages

- Fluent in Hindi and English (spoken and written)

Tech Comfort

- Proficient in MS Office / Google Workspace; comfortable with WhatsApp-based coordination and digital expense tools

- Key Skills & Attributes : Strong liaison and negotiation skills with vendors, building management, and external agencies. Excellent organisational and multitasking ability — can juggle multiple priorities without dropping the ball. Proactive problem-solver who anticipates needs rather than waiting for instructions. High attention to detail in record-keeping, inventory, and cash management. Energetic, physically active, and comfortable with fieldwork and local travel on a daily basis. Trustworthy, dependable, and maintains confidentiality with sensitive office matters. Positive attitude, team-player mindset, and willingness to go the extra mile during high-pressure periods.

What We Offer : Competitive salary aligned with experience and market standards. A agile,

📌 Office Administrator (Gurugram)
🏢 SWARAN SOFT SUPPORT SOLUTIONS PRIVATE
📍 Gurugram