Associate – Administration

Ignatiuz Software Pvt. Ltd.; Indore District; Presencial; INR 400.000 - 600.000; Jornada completa

Descripción de la vacante

Ignatiuz Software Pvt. Ltd. in Indore seeks an Associate – Administration to manage day-to-day office operations, facilities, vendor coordination, and employee engagement activities.

The role ensures a professional workplace, smooth operations, and timely handling of administrative processes across teams. The incumbent will handle inventory, travel arrangements, onboarding, asset tracking, and office logistics while coordinating with internal departments and external service providers to

Formación

• 2–4 years of experience in office administration, facilities management, or operations.
• Strong organizational, coordination, and time-management skills.
• Good verbal and written communication skills.
• Proficiency in MS Excel, Word, Outlook, and other standard office tools.
• Ability to coordinate with multiple vendors, internal teams, and service providers.
• Proactive approach to problem-solving and attention to detail.
• Ability to work independently and maintain confidentiality when handling employee and company records.

Responsabilidades

• Manage day-to-day office administration and ensure smooth functioning of office operations.
• Maintain office records, administrative documentation, contact lists, and relevant registers.
• Coordinate with internal teams to address administrative requirements and operational needs.
• Ensure the office environment remains organized, clean, professional, and well-maintained.
• Support the implementation and maintenance of administrative policies and procedures.
• Coordinate with vendors and service providers for office-related requirements.
• Maintain vendor databases, contact details, service records, and agreements.
• Manage the procurement of office supplies and consumables, including stationery, beverages, snacks, housekeeping materials, and other essentials.
• Track stock levels and ensure timely replenishment of office supplies.
• Coordinate with vendors to ensure timely delivery and quality of services.
• Coordinate maintenance of office infrastructure, equipment, and utilities, including air conditioning, lighting, power supply, water dispensers, and other facilities.
• Liaise with building management and maintenance teams to resolve facility-related issues promptly.
• Coordinate housekeeping, pest control, repairs, and other facility services.
• Conduct regular checks to ensure workplace hygiene, safety, and basic facility standards.
• Report and follow up on maintenance issues until resolution.
• Maintain records of office assets, equipment, peripherals, and other inventory.
• Coordinate with the IT team for laptop allocation, collection, repairs, and asset tracking.
• Maintain records of assets issued to and returned by employees.
• Assist with periodic physical verification of office inventory and assets.
• Coordinate travel bookings, accommodation, local transportation, and other logistics for approved business travel.
• Support employees and visitors with travel-related arrangements.
• Coordinate meeting room bookings, visitor arrangements, and other logistical requirements.
• Coordinate office celebrations, festivals, team events, employee engagement initiatives, and other internal activities.
• Manage event-related logistics, venue arrangements, catering, decorations, and vendor coordination.
• Work closely with HR and other teams to support employee engagement and workplace initiatives.
• Assist with new employee joining arrangements, workspace readiness, and administrative onboarding and exit formalities.

Conocimientos

Organizational skills

Vendor coordination

Time management

Communication skills

MS Office proficiency

Herramientas

MS Excel

Outlook

Word

Descripción del empleo

Ignatiuz is a digital transformation and intelligent workplace consulting company with offices in the US (PA) and India (Indore). Focused on accelerating digital performance through innovation and automation . Our team has worked with a variety of Fortune 500 clients and has a track record of delivering reliable, high-quality solutions that drive business success.

Job Description

About Us

Ignatiuz isa digital transformation and intelligent workplace consulting company withoffices in the US (PA) and India (Indore). We focus on accelerating digitalperformance through innovation and automation. Our team has worked with avariety of Fortune 500 clients and is committed to delivering reliable,high-quality solutions that drive business success.

We arelooking for a proactive, organised, and detail-oriented Associate –Administration to manage day-to-day office administration, facilities,vendor coordination, inventory, travel arrangements, and employee engagementactivities. The ideal candidate will ensure smooth office operations, maintaina professional workplace environment, and coordinate effectively with internalteams and external service providers.

Key Responsibilities

1. OfficeAdministration & Operations

• Manage day-to-day officeadministration and ensure smooth functioning of office operations.
• Maintain office records,administrative documentation, contact lists, and relevant registers.
• Coordinate with internal teamsto address administrative requirements and operational needs.
• Ensure the office environmentremains organised, clean, professional, and well-maintained.
• Support the implementation andmaintenance of administrative policies and procedures.
• Coordinate with vendors andservice providers for office-related requirements.
• Maintain vendor databases,contact details, service records, and agreements.
• Manage the procurement of officesupplies and consumables, including stationery, beverages, snacks,housekeeping materials, and other essentials.
• Track stock levels and ensuretimely replenishment of office supplies.
• Coordinate with vendors toensure timely delivery and quality of services.

3.Facilities & Maintenance

• Coordinate maintenance of officeinfrastructure, equipment, and utilities, including air conditioning,lighting, power supply, water dispensers, and other facilities.
• Liaise with building managementand maintenance teams to resolve facility-related issues promptly.
• Coordinate housekeeping, pestcontrol, repairs, and other facility services.
• Conduct regular checks to ensureworkplace hygiene, safety, and basic facility standards.
• Report and follow up onmaintenance issues until resolution.
• Maintain records of officeassets, equipment, peripherals, and other inventory.
• Coordinate with the IT team forlaptop allocation, collection, repairs, and asset tracking.
• Maintain records of assetsissued to and returned by employees.
• Assist with periodic physicalverification of office inventory and assets.

5. Travel& Logistics

• Coordinate travel bookings,accommodation, local transportation, and other logistics for approvedbusiness travel.
• Support employees and visitorswith travel-related arrangements.
• Coordinate meeting roombookings, visitor arrangements, and other logistical requirements.

6. Events& Employee Engagement

• Coordinate office celebrations,festivals, team events, employee engagement initiatives, and otherinternal activities.
• Manage event-related logistics,venue arrangements, catering, decorations, and vendor coordination.
• Work closely with HR and otherteams to support employee engagement and workplace initiatives.
• Assist with new employee joiningarrangements, workspace readiness, and administrative onboarding and exitformalities.

Requirements

• 2–4 years of experience inoffice administration, facilities management, or operations.
• Strong organisational,coordination, and time-management skills.
• Good verbal and writtencommunication skills.
• Proficiency in MS Excel, Word,Outlook, and other standard office tools.
• Ability to coordinate withmultiple vendors, internal teams, and service providers.
• Strong follow-up skills and theability to manage multiple tasks simultaneously.
• A proactive approach toproblem-solving and attention to detail.
• Ability to work independentlyand maintain confidentiality when handling employee and company records.

PreferredSkills

• Experience working in an ITcompany or corporate office environment.
• Exposure to vendor management,office procurement, asset tracking, and facilities coordination.
• Experience organising employeeengagement activities and corporate events.
• Ability to identify operationalgaps and suggest improvements to office administration processes.