Admin | Pune (client location )

Colliers; Pune District; On-site; INR 240,000 - 360,000; Full time

Job summary

Colliers in Pune District seeks an Office Administrator to manage day-to-day operations, records, supplies and communications, ensuring smooth infrastructure and compliance.

The role spans attendance tracking, vendor coordination, petty cash, event planning, and facility management, collaborating with internal teams to support business needs.

Responsibilities

• Ensure smooth day-to-day office operations and administrative activities.
• Maintain office records, databases, and documentation.
• Manage office supplies inventory and procurement requirements.
• Coordinate with internal departments for administrative support.
• Handle incoming and outgoing correspondence, courier services, and office communications.
• Maintain office cleanliness, safety, and infrastructure standards.
• Monitor and maintain employee attendance records.
• Track employee leave, late arrivals, and absenteeism.
• Generate attendance reports and share with HR/Management as required.
• Coordinate with employees and department heads regarding attendance discrepancies.
• Ensure timely updates of attendance management systems.
• Identify, onboard, and coordinate with vendors and service providers.
• Obtain quotations, negotiate pricing, and process vendor agreements.
• Monitor vendor performance and service quality.
• Maintain vendor database, contracts, and payment records.
• Coordinate with vendors for office maintenance, housekeeping, security, catering, and other services.
• Maintain and manage daily petty cash transactions.
• Verify bills, invoices, and supporting documents.
• Prepare petty cash reconciliation reports.
• Ensure accurate recording and tracking of expenses.
• Coordinate with the finance team for reimbursements and audits.
• Plan and organize office events, celebrations, meetings, and employee engagement activities.
• Coordinate venue, logistics, catering, and event-related vendors.
• Manage budgets and expenses related to events.
• Ensure successful execution of internal and external events.
• Oversee office facilities and maintenance activities.
• Coordinate repairs, servicing, and preventive maintenance.
• Maintain records of office assets and inventory.
• Ensure optimal utilization and upkeep of office equipment and resources.

Job description

Role & responsibilities

1. Office Administration & Backend Operations

• Ensure smooth day-to-day office operations and administrative activities.
• Maintain office records, databases, and documentation.
• Manage office supplies inventory and procurement requirements.
• Coordinate with internal departments for administrative support.
• Handle incoming and outgoing correspondence, courier services, and office communications.
• Maintain office cleanliness, safety, and infrastructure standards.

2. Attendance & Leave Management

• Monitor and maintain employee attendance records.
• Track employee leave, late arrivals, and absenteeism.
• Generate attendance reports and share with HR/Management as required.
• Coordinate with employees and department heads regarding attendance discrepancies.
• Ensure timely updates of attendance management systems.

3. Vendor Management

• Identify, onboard, and coordinate with vendors and service providers.
• Obtain quotations, negotiate pricing, and process vendor agreements.
• Monitor vendor performance and service quality.
• Maintain vendor database, contracts, and payment records.
• Coordinate with vendors for office maintenance, housekeeping, security, catering, and other services.

4. Petty Cash Management

• Maintain and manage daily petty cash transactions.
• Verify bills, invoices, and supporting documents.
• Prepare petty cash reconciliation reports.
• Ensure accurate recording and tracking of expenses.
• Coordinate with the finance team for reimbursements and audits.

5. Event & Employee Engagement Management

• Plan and organize office events, celebrations, meetings, and employee engagement activities.
• Coordinate venue, logistics, catering, and event-related vendors.
• Manage budgets and expenses related to events.
• Ensure successful execution of internal and external events.

6. Facility & Asset Management

• Oversee office facilities and maintenance activities.
• Coordinate repairs, servicing, and preventive maintenance.
• Maintain records of office assets and inventory.
• Ensure optimal utilization and upkeep of office equipment and resources.