Office Administration Assistant

Swaniti Initiative; Delhi; On-site; INR 520,000 - 760,000; Full time

Job summary

Swaniti Initiative in Delhi seeks a meticulous Office Administrator to ensure seamless daily operations across our offices. The role focuses on facilities, records management, and cross‑functional coordination with HR, Finance, and Legal teams.

You will oversee maintenance, vendor relations, document filing, renewals, and compliance, driving efficient administrative workflows and accuracy in all paperwork.

Responsibilities

• Ensure office facilities are functional, well-maintained, and equipped for daily operations.
• Monitor housekeeping, electricity, internet, pantry supplies, stationery, equipment, and other essential office requirements.
• Coordinate with building management, landlords, maintenance teams, and vendors to resolve facility-related issues.
• Conduct periodic checks across office locations and promptly report or address maintenance requirements.
• Maintain records of office assets, equipment, supplies, and maintenance activities.
• Maintain and organise physical and digital records of official documents, registrations, licences, agreements, invoices, and other administrative paperwork.
• Ensure documents are accurate, complete, properly filed, and updated within required timelines.
• Track document renewals, submission deadlines, pending approvals, and compliance-related requirements.
• Coordinate with HR, Finance, Legal, and external consultants for PF-related documentation, employee records, bank documentation, and other official requirements.
• Maintain trackers for submissions, follow-ups, receipts, acknowledgements, and pending matters.
• Coordinate with vendors and service providers for office supplies, repairs, maintenance, and other operational requirements.
• Obtain quotations, facilitate procurement, verify invoices, and follow up on deliveries and service requests.
• Support administrative expense tracking and coordinate

Job description

ROLE

• Ensure office facilities are functional, well‑maintained, and equipped for daily operations.
• Monitor housekeeping, electricity, internet, pantry supplies, stationery, equipment, and other essential office requirements.
• Coordinate with building management, landlords, maintenance teams, and vendors to resolve facility‑related issues.
• Conduct periodic checks across office locations and promptly report or address maintenance requirements.
• Maintain records of office assets, equipment, supplies, and maintenance activities.
• Maintain and organise physical and digital records of official documents, registrations, licences, agreements, invoices, and other administrative paperwork.
• Ensure documents are accurate, complete, properly filed, and updated within required timelines.
• Track document renewals, submission deadlines, pending approvals, and compliance‑related requirements.
• Coordinate with HR, Finance, Legal, and external consultants for PF‑related documentation, employee records, bank documentation, and other official requirements.
• Maintain trackers for submissions, follow‑ups, receipts, acknowledgements, and pending matters.
• Coordinate with vendors and service providers for office supplies, repairs, maintenance, and other operational requirements.
• Obtain quotations, facilitate procurement, verify invoices, and follow up on deliveries and service requests.
• Support administrative expense tracking and coordinate