Office Admin

Duende Designs; Pune District; Vor Ort; INR 350.000 - 520.000; Vollzeit

Zusammenfassung

Duende Designs is seeking an Administration Executive to take ownership of day-to-day office operations. You will organize, coordinate and communicate across founders, designers, vendors and internal teams to ensure smooth functioning.

The role emphasizes accountability, timely follow-ups and professional client interactions. The ideal candidate is organized, detail-oriented and able to manage multiple tasks with clear communication.

Qualifikationen

• Minimum 1–2 years of experience in administration, office management or a similar role.
• Bachelor’s degree in Business Administration, Commerce, Management or a relevant field.
• Strong organisational and multitasking abilities.
• Good verbal and written communication skills.
• Strong follow-up and coordination skills.
• Good knowledge of MS Office, especially Excel, Word and PowerPoint.
• Basic understanding of documentation and record management.
• Strong attention to detail.
• Ability to work independently and take ownership of assigned responsibilities.

Aufgaben

• Manage day-to-day office operations and administrative activities.
• Ensure the office is organised, functional and professionally maintained.
• Handle incoming and outgoing calls, emails, courier and general correspondence.
• Receive and assist clients, vendors, consultants and visitors professionally.
• Maintain office records, documents, files and filing systems.
• Manage office stationery, supplies and administrative inventory.
• Monitor stock levels and place orders when required.
• Coordinate with vendors, suppliers, consultants and internal teams.
• Follow up on quotations, orders, deliveries, pending work and services.
• Coordinate office requirements with relevant vendors and service providers.
• Ensure assigned administrative tasks is followed up and completed on time.
• Coordinate with different teams to ensure smooth day-to-day operations.
• Maintain accurate physical and digital records.
• Organise quotations, invoices, bills, purchase documents and other administrative records.
• Assist in preparing reports, presentations, trackers and MIS.
• Prepare letters, documents and correspondence as required.
• Ensure important documents are properly filed and easily accessible.
• Maintain confidentiality of company information and documents.
• Coordinate with office maintenance, housekeeping and other service providers.
• Coordinate repairs and maintenance of office equipment and facilities.
• Follow up with vendors regarding pending maintenance and service requirements.
• Collect and compare quotations for office requirements.
• Maintain vendor contact details and related records.
• Ensure office requirements are addressed in a timely manner.
• Assist Founders and management with day-to-day administrative requirements.
• Schedule meetings, appointments and maintain calendars.
• Coordinate meeting arrangements and other administrative requirements.
• Prepare documents, trackers and reports as required by management.
• Follow up on tasks assigned by management and ensure timely completion.
• Support the management team with general office coordination whenever required.

Kenntnisse

Administration

Office management

Organizational skills

Multitasking

Communication

Ausbildung

Bachelor's degree in Business Administration, Commerce, Management

Tools

Excel

Word

PowerPoint

Jobbeschreibung

We are an award-winning interior design company creating thoughtfully designed, distinctive spaces for our clients.

Our work and design approach have received recognition from leading publications and platforms, including:

Awarded by The Times of India for our work in interior design.

Recognised among the Top 50 Interior Designers in India 2024 by Architecture + Design Magazine.

We work on distinctive residential and commercial interior design projects with a growing team of designers and professionals.

About the Role

We’re looking for a proactive, organised and responsible Administration Executive who can take ownership of the day-to-day administrative operations of our office.

This is not a role where you’ll simply handle routine paperwork.

We’re looking for someone who can organise, coordinate, communicate, follow up, maintain records and make sure things get done on time.

You will work closely with the Founders, designers, vendors, consultants and internal teams to ensure the office functions smoothly and efficiently.

If you’re someone who is organised, detail-oriented, good at communication, comfortable handling multiple tasks and naturally takes ownership — we’d love to meet you.

What You’ll Do:

Office Administration

• Manage day-to-day office operations and administrative activities.
• Ensure the office is organised, functional and professionally maintained.
• Handle incoming and outgoing calls, emails, courier and general correspondence.
• Receive and assist clients, vendors, consultants and visitors professionally.
• Maintain office records, documents, files and filing systems.
• Manage office stationery, supplies and administrative inventory.
• Monitor stock levels and place orders when required.

Coordination & Follow-ups

• Coordinate with vendors, suppliers, consultants and internal teams.
• Follow up on quotations, orders, deliveries, pending work and services.
• Coordinate office requirements with relevant vendors and service providers.
• Ensure assigned administrative tasks is followed up and completed on time.
• Coordinate with different teams to ensure smooth day-to-day operations.

Documentation & Reporting

• Maintain accurate physical and digital records.
• Organise quotations, invoices, bills, purchase documents and other administrative records.
• Assist in preparing reports, presentations, trackers and MIS.
• Prepare letters, documents and correspondence as required.
• Ensure important documents are properly filed and easily accessible.
• Maintain confidentiality of company information and documents.

Vendor & Facility Coordination

• Coordinate with office maintenance, housekeeping and other service providers.
• Coordinate repairs and maintenance of office equipment and facilities.
• Follow up with vendors regarding pending maintenance and service requirements.
• Collect and compare quotations for office requirements.
• Maintain vendor contact details and related records.
• Ensure office requirements are addressed in a timely manner.

Management Support

• Assist Founders and management with day-to-day administrative requirements.
• Schedule meetings, appointments and maintain calendars.
• Coordinate meeting arrangements and other administrative requirements.
• Prepare documents, trackers and reports as required by management.
• Follow up on tasks assigned by management and ensure timely completion.
• Support the management team with general office coordination whenever required.

What We’re Looking For

We’re looking for someone who is organised, proactive, responsible, dependable and comfortable taking ownership.

You should have:

• Minimum 1–2 years of experience in administration, office management, office coordination or a similar role.
• Bachelor’s degree in Business Administration, Commerce, Management or a relevant field.
• Strong organisational and multitasking abilities.
• Good verbal and written communication skills.
• Strong follow-up and coordination skills.
• Good knowledge of MS Office, especially Excel, Word and PowerPoint.
• Basic knowledge of documentation and record management.
• Strong attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Ability to work independently and take ownership of assigned responsibilities.
• Professional and confident communication with vendors, clients and external stakeholders.
• Ability to maintain confidentiality of company information.

Good to Have

• Experience working with an interior design, architecture, construction, real estate or consultancy company.
• Experience in vendor coordination and purchase coordination.
• Experience handling quotations, invoices and administrative expenses.
• Basic understanding of office facility and maintenance coordination.
• Experience working directly with founders or senior management.
• Familiarity with Google Workspace or similar productivity tools.
• Experience working in a fast-paced small or mid-sized organisation.

Why Join Us?

• Work directly with the Founders and get exposure to how a growing design business is managed.
• Work closely with interior designers, project teams, vendors and consultants.
• Gain exposure to interior design, architecture and project management.
• Take ownership of important administrative and operational processes.
• Work in a creative and professional environment.
• Be part of an award-winning design company recognised among the Top 50 Interior Designers in India in 2024.
• Opportunity to grow into a larger administration / operations role as the company grows.