Associate Administration Assistant

Hosindia Distributions; Mumbai; On-site; INR 400,000 - 650,000; Full time

Job summary

House of Spices Inc. in Mumbai seeks a Front Office Cum Administrator to manage the front desk, assist admin tasks, and support HR activities. You will greet visitors, coordinate meetings, handle mail, and ensure smooth daily office operations.

The role covers vendor coordination, travel arrangements, and documentation; you will assist in employee engagement and office events with a focus on service quality and process efficiency.

Qualifications

• Graduate in any discipline.
• 2 to 5 years of experience in Reception, Front Office, Administration, or Office Management.
• Experience in FMCG, Distribution, Manufacturing, or Corporate environments preferred.

Responsibilities

• Serve as first point of contact for visitors, employees, vendors and customers.
• Manage front desk operations and coordinate meeting room bookings.
• Handle courier, mail, and communications; maintain visitor logs.
• Oversee office supplies, inventory and travel arrangements.
• Coordinate with housekeeping, security and facility vendors.
• Support onboarding, employee engagement, and HR administrative tasks.
• Prepare MIS reports and maintain administrative records.

Skills

Front Desk

Office Administration

Vendor Mgmt

Facilities Coord

Docs & Records

Communication Skills

Time Mgmt

Customer Service

Coaching & Mentoring

Education

Graduate (any discipline)

Tools

MS Office Suite

Job description

Requisition

Reports to: Front Office Cum Administrator

Job Description

Department: Administration

Location: Mumbai

Position Summary

The Front Office Cum Administrator will be responsible for managing front desk operations and providing administrative support to ensure the smooth day-to-day functioning of the office. The role serves as the first point of contact for visitors, employees, vendors, and customers while supporting facility management, vendor coordination, office administration, and employee engagement activities.

Key Responsibilities

• Reception & Front Office Management: Act as the first point of contact for all visitors, customers, vendors, and candidates. Greet visitors professionally and ensure adherence to visitor management protocols. Manage incoming and outgoing calls and direct them appropriately. Maintain visitor logs and issue visitor passes as required. Coordinate meeting room bookings and ensure readiness of conference facilities. Handle incoming and outgoing courier shipments, parcels, and mail.
• Office Administration: Manage office supplies, stationery, pantry items, and other administrative consumables. Monitor inventory levels and coordinate replenishment in a timely manner. Maintain office records, files, agreements, and administrative documentation. Support document management and record-keeping activities. Coordinate travel arrangements, hotel bookings, and transportation requirements for employees and visitors.
• Facilities Management: Ensure smooth functioning and upkeep of office facilities. Coordinate with housekeeping, security, maintenance, and facility vendors. Monitor office cleanliness, hygiene, and overall workplace standards. Track facility-related service requests and ensure timely resolution. Support office infrastructure maintenance and repair activities.
• Vendor Management & Procurement Support: Coordinate with vendors for quotations, service requests, and purchase requirements. Follow up on deliveries, invoices, and vendor documentation. Maintain vendor records and support procurement-related administrative activities. Assist in tracking office administration expenses and vendor payments.
• Employee & HR Support: Support onboarding arrangements for new employees, including workstation readiness and welcome coordination. Assist in employee engagement activities, celebrations, wellness initiatives, and office events. Coordinate employee ID cards, access cards, and visitor passes. Provide administrative support to HR and other departments as required.
• Documentation & Reporting: Maintain administrative MIS reports and trackers. Track office assets, inventory, and consumables. Prepare reports, presentations, and documentation as requested by management. Ensure accurate filing and maintenance of administrative records.

Qualifications

• Graduate in any discipline.
• 2 to 5 years of experience in Reception, Front Office, Administration, or Office Management.
• Experience in FMCG, Distribution, Manufacturing, or Corporate environments preferred.

Required Skills

• Reception & Front Desk Management
• Office Administration
• Vendor Management
• Facilities Coordination
• Documentation & Record Management
• MS Office (Excel, Word, PowerPoint, Outlook)
• Communication & Interpersonal Skills
• Time Management & Multitasking
• Customer Service Orientation
• Supervisory Responsibility: This position has no direct supervisory responsibilities but does serve as a coach and mentor for other positions in the department.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Travel

No travel is expected for this position.

AAP/EEO Statement

House of Spices Inc; provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Signatures

Team Member ___________________________
Manager _______________________________
Date: ____________________
Date: ____________________