Administrative Officer

Advance Medilinks Pvt. Ltd; Mumbai City, Mumbai; On-site; INR 300,000 - 500,000; Full time

Job summary

Advance Medilinks Pvt. Ltd. is seeking an Office Administrator to coordinate day-to-day administrative activities and support multiple teams, including Sales, Marketing, Customer Service, Finance, HR and Operations.

The role emphasizes accuracy, confidentiality and timely task completion, handling office operations, records, procurement, vendor coordination and internal communications.

Qualifications

• Experience in office administration or general administration.
• Ability to maintain accurate physical and electronic records.
• Proficient in MS Office and data entry with attention to detail.

Responsibilities

• Manage daily office operations, supplies, inventory and maintenance.
• Maintain organised records of agreements, invoices, vendor documents, and other records.
• Coordinate with hospitals, laboratories, courier partners, vendors and internal teams.
• Support finance with bills, expense records, POs, invoices, and payments docs.
• Assist HR with attendance, leave, onboarding, and employee files.
• Provide administrative support for events, conferences and vendor arrangements.
• Maintain confidentiality and ensure data security and document retention.

Skills

Office Administration

Documentation & Records

MS Office (Excel, Word, Outlook)

Data Entry & Reporting

Vendor Management

Courier & Logistics Coordination

Email & Business Communication

Time Management

Confidentiality

Interdepartmental Coordination

Tools

MS Excel

MS Word

MS Outlook

Job description

To manage and coordinate the company's day-to-day administrative activities, ensure smooth office operations, maintain accurate records, and provide administrative support to the Sales, Marketing, Customer Service, Finance, HR, and Operations teams. The candidate should demonstrate strong organisational skills, accountability, confidentiality, attention to detail, and the ability to complete assigned tasks within deadlines.

Key Responsibilities

1. Office Administration and Operations

• Manage daily office operations, office supplies, inventory, and maintenance requirements.
• Ensure the smooth functioning of routine administrative activities.
• Coordinate courier dispatches, deliveries, travel arrangements, and other office-related requirements.
• Maintain records of office assets, supplies, and administrative expenses.

2. Documentation and Record Management

• Maintain organised physical and electronic records of agreements, invoices, purchase orders, vendor documents, and other company records.
• Maintain updated registers for contracts, agreements, renewals, licences, and other important documents.
• Ensure proper filing, document tracking, version control, and timely retrieval of records.
• Prepare and circulate letters, notices, reports, meeting minutes, and internal communications.
• Track pending documents, approvals, renewals, and submissions.

3. Coordination and Follow-ups

• Coordinate with hospitals, laboratories, courier partners, vendors, and other external stakeholders for logistics, supplies, and administrative requirements.
• Coordinate with internal departments to ensure smooth communication and timely completion of assigned tasks.
• Follow up on pending activities, documents, approvals, and deliveries.
• Escalate delays, discrepancies, and unresolved issues to the concerned department or management.

4. Finance and Purchase Support

• Coordinate with the Finance team for bills, expense records, purchase orders, invoices, and payment-related documentation.
• Collect and organise supporting documents for vendor payments and reimbursements.
• Maintain records of purchases, vendor quotations, and administrative expenses.
• Assist with the preparation of administrative reports and expense statements.

5. HR and Employee Administration

• Support HR with attendance records, leave records, employee documentation, and onboarding formalities.
• Maintain employee files and other HR-related records with appropriate confidentiality.
• Coordinate internal communications and employee-related administrative requirements.

6. Sales, Marketing and Event Support

• Provide administrative support for sales and marketing activities, conferences, meetings, and company events.
• Coordinate event-related requirements, registrations, vendor arrangements, and documentation.
• Assist with the preparation and circulation of event-related communications and records.

7. Confidentiality and Compliance

• Maintain strict confidentiality of patient information, medical reports, employee records, financial information, and company documents.
• Ensure patient-related documents are handled only through approved channels and shared only with authorised persons.
• Follow company policies regarding data security, access control, and document retention.
• Report any loss of documents, suspected data breaches, or administrative non-compliance to management immediately.

8. Reporting and Task Management

• Submit regular updates on completed tasks, pending activities, and administrative issues.
• Maintain trackers for assigned tasks, deadlines, follow-ups, and pending approvals.
• Take ownership of responsibilities and ensure timely execution without repeated reminders.
• Identify administrative gaps and suggest improvements to existing processes.

Required Skills

• Office Administration and General Administration
• Documentation and Record Management
• MS Office, particularly MS Excel, Word, and Outlook
• Data Entry and Report Preparation
• Vendor Management and Coordination
• Courier and Logistics Coordination
• Invoice, Purchase Order, and Expense Documentation
• Email Correspondence and Business Communication
• Time Management and Multitasking
• Attention to Detail and Accuracy
• Problem-Solving and Follow-up Skills
• Confidentiality and Professionalism
• Interdepartmental Coordination

Key Performance Indicators (KPIs)

• Accuracy and completeness of administrative records and documentation.
• Timely completion of assigned tasks and follow-ups.
• Proper maintenance and timely retrieval of physical and electronic records.
• Timely coordination with internal teams, vendors, hospitals, laboratories, and courier partners.
• Effective tracking of pending documents, approvals, renewals, and deliveries.
• Compliance with company policies and confidentiality requirements.
• Timely submission of administrative reports and task updates.
• Efficient handling of office supplies, inventory, and administrative requirements.