Office coordinator

Job location: Mukund Nagar

Key Responsibilities

1. Facility & Front Desk Management

Reception & Guest Services

- 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

1. 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

1. 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 current 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

📌 Office Coordinator (Pune)
🏢 Zogato technologies
📍 Pune