Account and Admin Assistant

SPC Management; Gwalior District; On-site; INR 1,00,000 - 4,50,000; Full time

Job summary

A project management company based in Gwalior is seeking an experienced administrative professional to support office operations and project execution. Responsibilities include managing procurement, maintaining financial records, coordinating travel, and facilitating communication across teams. Ideal candidates should have a relevant degree and experience in administrative support, particularly in the construction or development sectors.

Qualifications

• 1-3 years of experience in admin, accounts, or project support roles.
• Familiarity with procurement processes and vendor management.
• Able to work independently with integrity.

Responsibilities

• Set up the project office and ensure smooth functioning.
• Conduct procurement of office items and maintain vendor database.
• Maintain records of bills and assist in financial reporting.
• Coordinate staff travel and local transportation.
• Facilitate needs of construction and program teams.

Skills

Organizational ability

Interpersonal skills

Proficiency in MS Office

Multitasking ability

Attention to detail

Education

Bachelor's degree in commerce or Business Administration

Job description

Role & responsibilities

Administrative & Office Management

• Set up the project office and ensure smooth day-to-day functioning.
• Maintain office supplies, equipment, utilities, and ensure a clean, functional workspace.
• Manage incoming/outgoing communication, documentation, and filing systems (digital & physical).
• Maintain attendance records, staff movement registers, visitor logs, etc.
• Arrange facilities, workspace, and basic requirements for the Construction & Program teams.

Procurement & Vendor Management

• Conduct procurement of office items, stationery, consumables, and project-related materials as per policy.
• Prepare and maintain a vendor database for local suppliers, transporters, hotels, and service providers.
• Obtain quotations, prepare comparative statements, and assist in vendor selection.
• Coordinate with contractors and suppliers for timely deliveries and service quality.

Accounts & Financial Support

• Maintain records of bills, vouchers, receipts, and supporting documents.
• Assist in preparing payment requests and coordinate with the Delhi Finance Office for approvals.
• Track local expenses and maintain cash/expense registers where applicable.
• Support in monthly financial reporting, bill verifications, and audit documentation.

Logistics & Travel Coordination

• Coordinate staff travel including transport, hotel arrangements, and site visits.
• Arrange local transportation (auto, cab, vehicle hire) for construction and program teams.
• Assist visiting staff, consultants, and teams with their on-ground requirements.

Project Support Functions

• Facilitate the needs of the construction team, program team, and external consultants.
• Support team meetings, workshops, and field activities through admin & logistics arrangements.
• Provide any additional administrative or financial support required for smooth project execution.

Coordination Across Entities and Project

Work closely with project staff located outside Delhi in other affiliated entities and support integrated admin functions and practices.

Skills Required

• Bachelor's degree in commerce, Business Administration, or relevant discipline.
• 1-3 years of experience in admin, accounts, or project support roles (NGO/development/construction sector preferred).
• Proficiency in MS Office (Excel, Word) and basic accounting principles.
• Strong organizational and multitasking ability.
• Good communication and interpersonal skills.
• Familiarity with procurement processes and vendor management.
• Able to work independently with integrity and attention to detail.

Work Conditions

• Based at Gwalior Fort project site; requires frequent coordination with Delhi office.
• Field visits and vendor interactions within Gwalior expected.
• Full-time, project-based roles.

Preferred candidate profile