Office Administrator

iamneo - An NIIT Venture; Coimbatore District; On-site; INR 350,000 - 480,000; Full time

Job summary

iamneo - An NIIT Venture seeks an Office Administrator in Coimbatore to manage day-to-day office operations, vendors, procurement, and travel logistics. The role requires strong organization, vendor coordination, and cost-consciousness to ensure a smooth workplace.

The ideal candidate has 5–6 years in office administration, procurement, or facilities, with proficiency in MS Excel and MS Office, and strong communication skills for internal and external stakeholders.

Qualifications

• Graduate in any discipline; BA/BA with admin focus is a plus.
• 5–6 years in office administration, facilities or vendor management.
• Based in or willing to work out of Coimbatore, Tamil Nadu.
• Experience with vendor negotiations, contracts, payments, and procurement.

Responsibilities

• Oversee day-to-day office operations and maintain a clean, safe workplace.
• Identify, onboard, and manage vendors; track contracts and SLAs.
• Raise purchase orders, manage stock, and ensure timely replenishment.
• Verify invoices against POs/contracts and coordinate payments.
• Coordinate with HR, IT, Facilities and external stakeholders.
• Arrange travel, accommodation, and local logistics for staff and guests.
• Maintain vendor agreements, admin records, and expense trackers.
• Support events and meetings logistics and budgeting tracking.

Skills

MS Excel

MS Office

Vendor negotiation

Coordination

Communication

Multitasking

Attention to detail

Invoicing basics

Education

Graduate in any discipline

Business Administration diploma/degree (advantage)

Tools

MS Excel

MS Office Suite

Job description

Job Purpose

The Office Administrator is responsible for the smooth day-to-day running of office operations at iamneo. This role owns vendor management, procurement of office stock and supplies, initiation of vendor payments, coordination between internal teams and external stakeholders, and management of employee/guest travel, accommodation, and logistics. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple vendors and priorities simultaneously.

Job Title

Office Administrator

Location

Coimbatore, Tamil Nadu

Workplace Type

On-site

Employment Type

Full-time

Key Responsibilities

• Office Operations: Oversee day-to-day administrative functioning of the office, ensuring a clean, safe, and well-equipped workplace.
• Vendor Management: Identify, onboard, and manage vendors (housekeeping, pantry, stationery, courier, AMC, coworking/facility providers, etc.); track contracts, renewals, and SLAs; benchmark and negotiate rates periodically.
• Stock & Procurement: Maintain inventory of office supplies and consumables; raise purchase orders, track stock levels, and ensure timely replenishment without overstocking.
• Vendor Payments: Verify vendor invoices against POs/contracts, initiate payment requests, and coordinate with Finance/Accounts for timely processing and reconciliation.
• Stakeholder Coordination: Liaise with internal teams (HR, Finance, IT, Facilities) and external stakeholders (vendors, landlords, service providers) to resolve day-to-day operational issues.
• Travel & Accommodation: Arrange and manage travel bookings, hotel accommodation, and local logistics for employees, interns, and guests, ensuring cost-effectiveness and policy compliance.
• Facilities Management: Coordinate repairs, maintenance, and upkeep of office premises, equipment, and assets; manage access control and safety/security protocols.
• Documentation & Compliance: Maintain vendor agreements, admin records, and expense trackers; ensure compliance with internal policies and statutory requirements where applicable.
• Events & Meetings Support: Coordinate logistics for internal events, leadership visits, and meetings, including seating, catering, and equipment setup.
• Budgeting & Reporting: Track admin expenses against budget and provide periodic reports to management on vendor costs, stock consumption, and operational spends.

What We're Looking For

• Strong working knowledge of MS Excel and MS Office suite (Word, PowerPoint, Outlook).
• Good working knowledge of computers and general office productivity/collaboration tools.
• Prior experience with vendor negotiation, contract handling, and procurement processes.
• Strong coordination and stakeholder management skills across internal and external parties.
• Excellent verbal and written communication skills (English; Tamil preferred given local vendor coordination).
• Strong multitasking, prioritization, and problem-solving abilities in a fast-paced environment.
• High attention to detail and ownership mindset for end-to-end task closure.
• Basic understanding of invoicing, payment cycles, and vendor reconciliation.

Qualifications & Eligibility

• Graduate in any discipline; a degree/diploma in Business Administration is an added advantage.
• 5–6 years of relevant experience in office administration, facilities, or vendor management, preferably in a mid-to-large sized organization.
• Based in or willing to work out of Coimbatore, Tamil Nadu.

Key Attributes

• Proactive and self-driven, able to work with minimal supervision.
• Trustworthy and discreet in handling payments and vendor negotiations.
• Calm under pressure, especially while managing urgent operational issues.