Office Administrator

ACSEL Technology Forum (ACSEL); Bengaluru; On-site; INR 595,000 - 805,000; Full time

Job summary

ACSEL is seeking an organised Office Administrator to own the administrative backbone of the organisation. You will manage financial records, compliance documentation, vendor relationships, and office logistics in a lean, mission-driven setup.

The role requires anticipating needs, coordinating multiple workstreams, and maintaining audit-ready records in a fast-moving environment. Collaboration with leadership and external partners is essential.

Qualifications

• 4–5 years of experience in office administration or operations roles.
• Experience handling financial documentation, invoices, and vendor payments.
• Comfortable in a small, fast-moving organisation with broad roles.
• Familiarity with compliance for Section 8 NGOs and related docs.

Responsibilities

• Manage day-to-day office administration and smooth functioning of the workplace.
• Coordinate with vendors, service providers, and facility management.
• Manage office supplies, logistics, and infrastructure; anticipate needs.
• Support logistics for workshops, conferences, and stakeholder meetings.
• Maintain records of expenses, invoices, and payments across programmes.
• Coordinate vendor payments and reimbursement processes timely and orderly.
• Work with external accountants to keep financial documentation audit-ready.
• Support budgeting and expense tracking for programmes and events.
• Maintain organisational records including MoUs, contracts, and partnerships.

Skills

Multitasking

Organisational skills

Communication

Tools

MS Office

Google Workspace

Job description

ACSEL is at an inflection point — moving from a founding team of 3 to a full organisation running accelerators, large-scale skilling programmes, government engagements, and national conferences. The Office Administrator will be part of building that foundation from the inside.
You will work closely with a leadership team that is deeply embedded in India’s AI ecosystem — and have a front-row seat to how a high-impact, mission-driven organisation operates. For someone who takes pride in running things well, this is a role with real scope and real visibility.

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Office Administrator

Location

Experience

4 – 5 Years

Compensation

7 LPA

Role Overview

ACSEL is looking for an organised, proactive Office Administrator who takes ownership of the operational and administrative layer of the organisation. In a lean team where everyone works close to the mission, this role ensures that the infrastructure — financial records, compliance documentation, vendor relationships, office logistics, and leadership coordination — is always in order and never a bottleneck.

This is not a passive role. The ideal candidate anticipates what is needed, manages multiple workstreams simultaneously, and brings the same professionalism to a vendor payment as to preparing documentation for a government stakeholder meeting.

Key Responsibilities

• Manage day-to-day office administration and ensure smooth functioning of the workplace.
• Coordinate with vendors, service providers, and facility management — maintaining relationships and ensuring timely delivery.
• Manage office supplies, logistics, and infrastructure requirements, anticipating needs before they become gaps.
• Support logistics for workshops, accelerator events, conferences, and stakeholder meetings — including the Avinya Demo Days and ACSEL Talks.
• Maintain accurate records of expenses, invoices, and payments across all ACSEL programmes and operations.
• Coordinate vendor payments and reimbursement processes in a timely and organised manner.
• Work with external accountants or a Chartered Accountant to ensure financial documentation is organised, reconciled, and audit-ready.
• Support budgeting and expense tracking for individual programmes, events, and the accelerator cohort.
• Maintain organisational records including agreements, MoUs, contracts, and partnership documentation — particularly as ACSEL scales to 25+ signed MoUs in FY 2026-27.
• Support documentation related to statutory and compliance requirements applicable to a Section 8 non-profit organisation.
• Ensure filing systems (digital and physical) are structured, current, and accessible to the leadership team.
• Assist in preparing documentation packages for government bodies, funding agencies, or institutional partners as required.
• Coordinate calendars, meetings, and internal communications for leadership, ensuring no scheduling conflicts or missed engagements.
• Prepare meeting notes and track action items from leadership and team meetings.
• Serve as the first point of contact for internal administrative queries and external logistical requests.
• Support onboarding logistics for new team members, interns, and programme participants.

Experience & Qualifications

• 4–5 years of experience in office administration, operations management, or administrative coordination roles.
• Experience handling financial documentation — invoices, expense records, vendor payments, and basic bookkeeping.
• Comfortable working in a small, dynamic organisation where roles are broad and priorities shift.
• Strong organisational and multitasking skills with demonstrated ability to manage multiple workstreams simultaneously.
• Proficiency in MS Office or Google Workspace (Docs, Sheets, Calendar, Drive).
• High level of integrity, discretion, and attention to detail — particularly when handling sensitive organisational documents.
• Prior experience working in a startup, non-profit, innovation hub, or fast-paced organisation.
• Familiarity with compliance and documentation requirements for Section 8 companies or NGOs.
• Experience supporting events, workshops, or large-scale programme logistics.
• Exposure to working with external CAs, auditors, or legal teams on documentation.
• Ownership mindset: treats administrative functions as a professional discipline, not a support task.
• Proactive: identifies what needs to be done before being asked, and follows through without reminders.
• Calm under pressure: able to manage competing priorities during busy programme periods without dropping the ball.
• Collaborative: works well across a small, close-knit team where everyone wears multiple hats.

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