Front Office and Admin Executive

IFP Petro; Panaji; On-site; INR 300,000 - 420,000; Full time

Job summary

IFP Petro is seeking an experienced Office Administrator to manage day-to-day Goa operations and support a smooth office setup and ongoing activities.

The role requires strong organizational skills, reliable communication, and the ability to coordinate with vendors and internal teams. Proficiency in MS Office and Google Sheets is essential, with willingness to travel locally as needed.

Qualifications

• Experience with documentation management, office administration, inventory control and asset records.
• Strong communication and coordination skills are essential.
• Excellent organizational and record-management abilities are required.
• Proficiency in MS Office and Google Sheets is expected.

Responsibilities

• Take charge of day-to-day administration and smooth functioning of the Goa office.
• Support setup and operation of the office, including furniture, equipment, stationery, internet, utilities, housekeeping and security.
• Open and close the office as per hours and keep premises clean and presentable.
• Welcome visitors and handle calls, messages, emails and general inquiries professionally.
• Maintain office inventory, monitor stock levels and arrange replenishment.
• Keep records, documents, files, registers and data, including inward/outward logs.
• Handle routine office tasks like printing, scanning, filing, data entry and basic correspondence.
• Coordinate with vendors, service providers and technicians for office needs.
• Arrange travel, accommodation and guest house bookings for staff and visitors.
• Coordinate with Head Office and other departments for administrative support.
• Proactively address office requirements to ensure uninterrupted operations.
• Assist with any other office-related duties as assigned.

Skills

Documentation management

Office administration

Inventory control

Asset record management

Communication

Coordination

MS Office

Google Sheets

Multitasking

Travel willingness

Attention to detail

Job description

Role & responsibilities:

• 1. Take complete responsibility for the day-to-day administration and smooth functioning of the Goa office.
• 2. Support the initial setup and operationalization of the office, including furniture, equipment, stationery, internet, utilities, housekeeping, security, and other administrative requirements.
• 3. Open and close the office as per scheduled working hours and ensure the premises are clean, organized, and presentable.
• 4. Welcome and attend to visitors, clients, guests, and employees professionally and handle incoming calls, messages, emails, and general enquiries.
• 5. Maintain office inventory and stationery, monitor stock levels, and arrange replenishment as required.
• 6. Maintain office records, documentation, files, registers, and data, including inward and outward registers.
• 7. Handle routine office work such as printing, scanning, photocopying, filing, data entry, and basic correspondence.
• 8. Coordinate repairs, maintenance, housekeeping, internet, electrical, plumbing, furniture, equipment, and other facility-related requirements as and when required.
• 9. Coordinate with vendors, service providers, technicians, and other external parties for office-related requirements.
• 10. Manage travel, accommodation, guest house bookings, and other arrangements for employees and visitors, as required.
• 11. Coordinate with the Head Office and other departments for necessary administrative support and follow-up.
• 12. Take timely initiative to address office requirements and ensure smooth and uninterrupted operations.
• 13. Perform any other office-related duties assigned by the management from time to time.

Skills:

• 1. Knowledge of documentation management, office administration, inventory control, and asset record management.
• 2. Good communication and coordination skills.
• 3. Strong organizational and record-management abilities.
• 4. Proficiency in MS Office & Google sheets.
• 5. Ability to multitask and manage priorities effectively.
• 6. Willingness to travel locally for official work.
• 7. High level of integrity, responsibility, and attention to detail.