Admin Assistant

Moto Business Service India Pvt. Ltd.; Bengaluru; On-site; INR 300,000 - 520,000; Full time

Job summary

Moto Business Service India Pvt. Ltd. is seeking an Admin Assistant to support day-to-day corporate administration, facility operations, vendor coordination, procurement, travel, and HR administrative tasks in Bangalore.

The role collaborates with the Corporate Administration team and internal stakeholders to deliver efficient administrative services in line with company policies. Ideal candidates will have a Bachelor's degree and 3-5 years of experience in Administration or Facilities

Qualifications

• Bachelor's degree in Business Administration, Commerce, or a relevant field.
• 3-5 years of experience in Administration, Facilities Management, or a similar role.
• Good knowledge of MS Office, especially Excel, and general computer applications.
• Strong vendor coordination and negotiation skills.
• Good organizational and multitasking abilities.
• Strong problem-solving skills with the ability to work effectively under pressure.
• Excellent communication and interpersonal skills.
• Ability to work collaboratively with cross-functional and multicultural teams.
• Good command of spoken and written English.
• Knowledge of Kannada will be an added advantage.

Responsibilities

• 1. Facility & Office Management: Oversee day-to-day facility operations and safety.
• 2. Procurement & Asset Management: Manage procurement of office supplies and assets.
• 3. AMC & Insurance Management: Coordinate AMCs and insurance for facilities.
• 4. Corporate Events & CSR: Plan and support corporate events and CSR activities.
• 5. Travel & Logistics Support: Arrange domestic and international travel and related logistics.
• 6. HR Coordination Support: Assist onboarding, attendance, and HR admin tasks.
• 7. Vendor & Invoice Management: Coordinate vendors and manage invoices/payments.
• 8. Reports & Documentation: Prepare admin reports and maintain trackers.

Skills

Vendor coordination

Multitasking

Communication

English communication

Education

Bachelor's degree in Business Administration, Commerce, or a relevant field

Tools

MS Office

Excel

Job description

Job Title: Admin Assistant

Department: Administration
Employment Type: Full-Time | Direct
Location: Bangalore
Experience: 3 -5 Years
Education: Bachelor's Degree

Job Summary

We are looking for an Admin Assistant to support and manage day-to-day corporate administration activities, ensuring smooth facility operations, vendor coordination, procurement, travel support, employee services, and workplace management.

The role will work closely with the Corporate Administration team and internal stakeholders to ensure efficient, timely, and employee-friendly administrative services in line with company policies and guidelines.

Key Responsibilities

1. Facility & Office Management

• Manage day-to-day facility operations including housekeeping, security, infrastructure, maintenance, and fire safety.
• Coordinate office car maintenance and facility requirements across office locations and warehouse.
• Ensure a safe, clean, and well-maintained workplace.

2. Procurement & Asset Management

• Manage procurement of office supplies, consumables, IT and office assets.
• Coordinate cafeteria and other workplace service requirements.
• Maintain relevant procurement records and trackers.

3. AMC & Insurance Management

• Coordinate Annual Maintenance Contracts (AMCs) for office facilities and assets.
• Support administration of employee and office insurance, including health insurance, term insurance, and health check-up coordination.
• Ensure timely renewals and documentation.

4. Corporate Events & CSR

• Coordinate corporate events such as Townhall, Anniversary, Yamaha Day, Global Meetings, and other organizational events.
• Support employee engagement activities and annual CSR planning and execution.
• Coordinate logistics and vendor requirements for events.

5. Travel & Logistics Support

• Coordinate domestic and international travel arrangements including flights, accommodation, visas, and related logistics.
• Support travel claim approvals and maintain travel records.
• Coordinate travel requirements in line with the working calendar and company policies.

6. HR Coordination Support

• Support employee onboarding and exit formalities.
• Assist with attendance and time management and employee data updates.
• Support employee documentation and other HR administrative requirements.
• Coordinate expat-related administrative requirements including FRRO, Aadhaar, relocation, and shifting support.

7. Vendor & Invoice Management

• Coordinate with vendors and service providers for administrative requirements.
• Maintain vendor agreements and related documentation.
• Coordinate invoice verification and payment processing.
• Follow up with vendors to ensure timely service delivery.

8. Reports & Documentation

• Prepare and consolidate weekly, monthly, and ad-hoc administration reports for management.
• Maintain and regularly update trackers related to timesheets, leave, utility payments, assets, vendors, and other administrative activities.
• Ensure accurate and timely documentation for effective decision-making.

Qualifications & Skills

• Bachelor's degree in Business Administration, Commerce, or a relevant field.
• 35 years of experience in Administration, Facilities Management, or a similar role.
• Good knowledge of MS Office, especially Excel, and general computer applications.
• Strong vendor coordination and negotiation skills.
• Good organizational and multitasking abilities.
• Strong problem-solving skills with the ability to work effectively under pressure.
• Excellent communication and interpersonal skills.
• Ability to work collaboratively with cross-functional and multicultural teams.
• Good command of spoken and written English.
• Knowledge of Kannada will be an added advantage.