Assistant , Administration and Logistics

Antarang Foundation; Mumbai; On-site; INR 167,000 - 335,000; Full time

Job summary

Antarang Foundation is seeking an Assistant, Administration and Logistics to support state offices across India with day-to-day admin, procurement, IT coordination, and logistics.

The role requires strong organizational skills, attention to detail, and fluency in Hindi and English, with proficiency in Google Workspace and MS Office. You will work closely with vendors, facilities teams, and state offices to ensure smooth operations.

Qualifications

• Graduate in any field.
• Strong organizational, negotiation, and coordination skills.
• Attention to detail and ability to maintain accurate records.
• Good communication and stakeholder management skills in Hindi and English.
• Excellent proficiency in Google Workspace/MS Office, particularly Sheets/Excel.
• Excellent in IT Support (Hardware and Software).

Responsibilities

• Support the day-to-day administrative operations of the state office and ensure its smooth functioning.
• Maintain a safe, organized, and productive office environment by overseeing workspace upkeep, office facilities, and general maintenance requirements.
• Coordinate with housekeeping, maintenance personnel, and building management to address office-related issues promptly.
• Ensure the availability of essential office supplies, utilities, and resources required for efficient day-to-day operations.
• Maintain inventory records and track stock levels of program materials, stationery, office supplies, furniture, IT equipment, and other organizational assets.
• Monitor inventory consumption and proactively initiate replenishment requests.
• Coordinate procurement requests and support the distribution of materials across locations as per organizational requirements.
• Ensure proper documentation and periodic verification of organizational assets.
• Identify and coordinate with vendors for administrative, facility, and operational requirements.
• Obtain quotations, maintain vendor records, and support procurement processes in accordance with organizational policies.
• Track vendor deliverables and ensure timely completion of assigned services.
• Build and maintain positive working relationships with existing vendors while identifying new vendors based on operational needs.
• Provide first-level coordination for basic IT and hardware requirements, including laptops, printers, internet connectivity, and office peripherals.
• Coordinate with the central IT team or external service providers for issue resolution, maintenance, and equipment servicing.
• Maintain records of IT assets and support onboarding and offboarding requirements related to equipment allocation and collection.
• Coordinate courier services and ensure the timely dispatch and receipt of documents and materials.
• Support communication and operational coordination between the State and Central teams.
• Assist in planning and coordinating logistics for meetings, events, trainings, and other operational activities.
• Maintain accurate records, trackers, and documentation related to administrative and operational processes.
• Generate periodic reports on inventory, procurement, material distribution, and administrative activities.
• Ensure compliance with organizational processes, documentation standards, and operational guidelines.

Skills

Organizational skills

Negotiation

Coordination

Education

Graduate in any field

Tools

Google Workspace

MS Office

Job description

Assistant, Administration and Logistics

Location

Location: Goa, Haryana (Yamunanagar), Maharashtra (Dharashiv, Pune, Mumbai), Nagaland (Dimapur), Rajasthan (Udaipur)

The Role

The Admin Assistant will provide administrative, logistical, and operational support to the State Team to ensure smooth, efficient office functioning. The role requires strong coordination skills, attention to detail, and the ability to manage multiple stakeholders, vendors, and operational processes simultaneously. In addition to driving day-to-day administrative excellence, the Admin Assistant will play a key role in upholding the organisation's culture by effectively executing administrative responsibilities and creating a well‑organised, supportive work environment.

Responsibilities

Office Administration Workplace Management

• Support the day-to-day administrative operations of the state office and ensure its smooth functioning.
• Maintain a safe, organized, and productive office environment by overseeing workspace upkeep, office facilities, and general maintenance requirements.
• Coordinate with housekeeping, maintenance personnel, and building management to address office-related issues promptly.
• Ensure the availability of essential office supplies, utilities, and resources required for efficient day-to-day operations.

Inventory Asset Management

• Maintain inventory records and track stock levels of program materials, stationery, office supplies, furniture, IT equipment, and other organizational assets.
• Monitor inventory consumption and proactively initiate replenishment requests.
• Coordinate procurement requests and support the distribution of materials across locations as per organizational requirements.
• Ensure proper documentation and periodic verification of organizational assets.

Vendor Procurement Coordination

• Identify and coordinate with vendors for administrative, facility, and operational requirements.
• Obtain quotations, maintain vendor records, and support procurement processes in accordance with organizational policies.
• Track vendor deliverables and ensure timely completion of assigned services.
• Build and maintain positive working relationships with existing vendors while identifying new vendors based on operational needs.

IT Support

• Provide first-level coordination for basic IT and hardware requirements, including laptops, printers, internet connectivity, and office peripherals.
• Coordinate with the central IT team or external service providers for issue resolution, maintenance, and equipment servicing.
• Maintain records of IT assets and support onboarding and offboarding requirements related to equipment allocation and collection.

Logistics Operational Coordination

• Coordinate courier services and ensure the timely dispatch and receipt of documents and materials.
• Support communication and operational coordination between the State and Central teams.
• Assist in planning and coordinating logistics for meetings, events, trainings, and other operational activities.

Documentation, Reporting Compliance

• Maintain accurate records, trackers, and documentation related to administrative and operational processes.
• Generate periodic reports on inventory, procurement, material distribution, and administrative activities.
• Ensure compliance with organizational processes, documentation standards, and operational guidelines.

Requirements

• Graduate in any field
• Strong organizational, negotiation, and coordination skills.
• Attention to detail and ability to maintain accurate records.
• Good communication and stakeholder management skills in Hindi and English.
• Excellent proficiency in Google Workspace/MS Office, particularly Sheets/Excel.
• Excellent in IT Support (Hardware and Software)
• Ability to manage multiple tasks and meet deadlines.
• Problem-solving mindset and willingness to support field and operational requirements, along with decision-making skills.