Admin & Operations Executive

SwitchON Foundation; Kolkata District; On-site; INR 201,000 - 335,000; Full time

Job summary

SwitchON Foundation is seeking an Admin & Operations Executive to manage day-to-day operations in Kolkata. You will oversee office administration, vendor coordination, procurement, events, facilities, travel, assets, and light HR support, with autonomy and proactive problem-solving.

The role requires 3-4 years in administration or operations, strong communication in English, Bengali, and Hindi, and a collaborative approach in a fast-paced environment.

Qualifications

• Must have strong administrative and organizational abilities.
• Experience coordinating with vendors and procurement processes.
• Experience coordinating events and meetings.

Responsibilities

• Independently manage day-to-day administrative and operational activities with minimal supervision.
• Coordinate office facilities, equipment, supplies, utilities, and other admin needs.
• Coordinate procurement of office supplies, equipment, stationery, and vendor transactions.
• Plan and coordinate organizational events, workshops, meetings, and employee engagement activities.
• Coordinate official travel, accommodation, and transportation for employees and visitors.
• Maintain organized records related to administration, procurement, vendors, inventory, assets, events, and facilities.
• Support onboarding and attendance coordination for HR on administrative side.

Skills

Administrative skills

Vendor management

Procurement coordination

Event coordination

IT coordination

Facilities management

Education

Bachelor's degree in any discipline

Business Administration/Operations/Facilities background

Tools

MS Office & Google Workspace

Job description

Designation: Admin & Operations Executive Organization: SwitchON Foundation Location: Kolkata, West Bengal Work Experience: 3 - 4 years of relevant experience in Administration, Operations, Procurement, Vendor Management, or related functions Compensation: Up to 30,000 per month (Take-home) Language Proficiency: English, Bengali & Hindi; good communication skills required Position

Summary

SwitchON Foundation is looking for a sharp, proactive, and adaptable Admin & Operations Executive to own the day-to-day operational backbone of the organization. This is a core Administration & Operations role responsible for office administration, vendor coordination, procurement, event and meeting management, facilities, travel and logistics, asset management, and coordination of basic IT requirements. The role also provides light administrative support to the HR team (onboarding coordination, attendance follow-up, documentation) but does not own HR strategy or processes — those are managed by a dedicated HR department. The ideal candidate is quick to adapt, confident, bold, and solution-oriented, and thrives in a fast-paced environment with the autonomy to independently handle operational issues, coordinate across multiple stakeholders, and make timely decisions.

Key Responsibilities

• Administrative Management:
  • Independently manage day-to-day administrative and operational activities with minimal supervision.
  • Manage office functioning, including facilities, equipment, supplies, utilities, and other administrative requirements.
  • Coordinate with internal teams to understand and fulfil administrative and operational requirements.
  • Monitor administrative expenditures and ensure optimum utilization of organizational resources.
  • Ensure timely resolution of maintenance, facility, housekeeping, and security requirements.
  • Support office infrastructure, renovation, repair, and maintenance activities as required.
• IT Coordination & Troubleshooting:
  • Coordinate with IT vendors/service providers for resolution of hardware, software, network, printer, scanner, and other IT-related issues.
  • Act as the coordination point between employees, internal teams, and external IT vendors for troubleshooting.
  • Maintain basic records of IT assets, repairs, service requests, and vendor interactions.
  • Support basic IT hardware operations, including laptops, printers, scanners, biometric devices, and other office equipment.
  • Basic knowledge of laptop setup, biometric setup, and installation/configuration of office equipment will be an added advantage.
• Procurement & Inventory Management:
  • Coordinate procurement of office supplies, equipment, stationery, and other administrative requirements.
  • Collect quotations, coordinate with vendors, and ensure timely procurement and delivery.
  • Maintain documentation related to procurement and vendor transactions.
  • Monitor office inventory and oversee stock receipt, storage, distribution, and tracking.
  • Maintain accurate records of assets, inventory, and other office materials.
• Event & Meeting Coordination:
  • Plan and coordinate organizational events, workshops, meetings, conferences, and employee engagement activities.
  • Coordinate with vendors, venues, caterers, and logistics partners.
  • Manage logistical arrangements including venue, seating, equipment, refreshments, and transportation.
• Travel & Logistics Coordination:
  • Coordinate official travel, accommodation, and transportation for employees and visitors.
  • Liaise with travel and accommodation vendors for timely, cost-effective arrangements.
  • Maintain relevant travel and logistics records.
• Recordkeeping & Documentation:
  • Maintain organized records related to administration, procurement, vendors, inventory, assets, events, and facilities.
  • Maintain proper records of quotations, purchase documents, vendor agreements, invoices, and service records.
  • Ensure adherence to organizational policies and documentation requirements.
• Additional HR Support (light touch, coordinated with the HR department):
  • Support employee onboarding and joining formalities on the administrative side.
  • Support attendance and biometric-related coordination and follow-up.
  • Assist HR in organizing employee engagement activities as needed.

Qualifications, Experience & Skills

Education

• Bachelor's degree in any discipline.
• Candidates with a background in Business Administration, Operations, or Facilities Management will be preferred.

Experience

• 3-4 years of relevant experience in administration, operations, procurement, vendor management, or facility management.
• Prior experience in IT vendor coordination or event coordination will be an advantage.
• No prior HR experience required.

Key Skills

• Strong administrative and organizational skills.
• Proactive and solution-oriented approach to work.
• Confident and bold in dealing with vendors, employees, and service providers.
• Ability to work independently and take ownership.
• Strong problem-solving and decision-making abilities.
• Basic understanding of IT hardware and troubleshooting coordination.
• Proficiency in MS Office, Google Workspace, and other digital management tools.
• Basic knowledge of HR processes is a plus, not a requirement.

Reporting Structure

Reports To: AGM – Critical Functions

Travel Requirements

Occasional travel may be required for events, vendor coordination, or other operational needs.