Office Administrator

BETTER LIVES :); Coimbatore District; On-site; INR 300,000 - 420,000; Full time

Job summary

BETTER LIVES :) is seeking an Office Administrator in Coimbatore to manage office infrastructure, expenses, vendor relations, assets, and event support. The role involves bookkeeping, inventory control, and ensuring smooth operations across teams.

The ideal candidate has 2–3 years of experience in office administration, strong English communication, and excellent organizational skills. You will coordinate logistics for meetings, conferences, and travel, and support IT asset management.

Qualifications

• Experience in office infrastructure administration.
• Proficiency in MS 365 (Excel, Word, PowerPoint).
• Strong English communication and email writing skills.
• Strong organizational skills and attention to detail.
• Strong interpersonal and customer relationship skills.
• Troubleshooting and problem-solving skills.
• Negotiation skills for vendor contracts and relationships.
• Familiarity with IT assets.
• Strong analytical and decision-making skills.

Responsibilities

• Maintain office infrastructure and coordinate repairs, maintenance, and renovations as needed.
• Track maintenance activities, schedules, and service contracts for timely upkeep.
• Manage office cash expenses, keeping detailed records of expenses, bills, and invoices.
• Submit bills and invoices to auditing team for reconciliation and reporting.
• Negotiate contracts, pricing, and terms with vendors; build vendor relationships.
• Source and evaluate potential new vendors for cost-effectiveness and quality.
• Assist teams in organizing events, meetings, conferences, and travel arrangements.
• Coordinate logistics, prepare materials, and provide on-site support for events and meetings.
• Manage office essentials and pantry items; keep stock replenished and inventory current.
• Monitor inventory levels, place orders, and manage supplier relationships.
• Oversee outsourced work to ensure on-time delivery within budget and quality.

Skills

Office administration

English communication

Organization skills

Interpersonal skills

Negotiation

Troubleshooting

Attention to detail

Tools

MS 365 suite

Job description

As an Office Administrator, you will be managing our office infrastructure, cash expenses, bill keeping, vendor management, assets setup and maintenance, supporting other teams to organize events, conduct meetings & conferences. You will be performing bookkeeping functions, managing housekeeping staff, keeping inventory records, and reloading office supplies as needed.

Experience: 2 – 3 Years

Responsibilities:

Internal Office Administration:

• Maintain office infrastructure and ensure its proper functioning by coordinating repairs, maintenance, and renovations as needed.
• Effectively keep a track of the maintenance activities, schedules, and service contracts to ensure timely and efficient upkeep.
• Manage office cash expenses, keeping a meticulous record of all expenses, bills, and invoices.
• Submit required bills and invoices to the auditing team in a timely manner for financial reconciliation and reporting.
• Manage relationships with vendors, including negotiating contracts, pricing, and terms.
• Source and evaluate potential new vendors to ensure cost-effectiveness and quality of services or supplies.
• Assist other teams in organizing events, meetings, conferences, and travel arrangements, including booking venues, accommodations, and transportation.
• Coordinate logistics, prepare materials, and provide on-site support for events and meetings.
• Manage office essentials and pantry items, ensuring that all items are well-stocked and replenished as needed.
• Monitor inventory levels, place orders, and maintain relationships with suppliers.
• Manage outsourced jobs ensuring they are completed on time, within budget, and to the desired quality standards.

Office & IT Asset Management:

• Ensure the management and maintenance of Office & IT assets and inventory for optimal business performance.
• Maintain accurate records of Office & IT assets, track their usage, and coordinate repairs or replacements as required.
• Develop an efficient system for tracking and allocating the assets to employees.
• Conduct periodic audits to ensure proper asset management and prevent loss or misuse.

WP! & Sys Support Works:

• Provide support to the system admin team for any requirements or tasks needed to maintain the office's technology infrastructure.
• Support and troubleshoot internal systems PCs, Laptops, LAN, Wi-Fi, WAN, Internet, Firewalls, and other hardware devices when required.
• Follow up with clients for prompt renewals of WP payments every month.
• Supporting WP team for prompt renewal of WP! accounts with respective vendors and update records.

Required Skills:

• Good experience in office infrastructure administration.
• Good M365 skills, including proficiency in Excel, Word, and PowerPoint.
• Good English communication and email writing skills.
• Strong organizational skills and attention to detail.
• Strong interpersonal & customer relationship skills.
• Troubleshooting & problem-solving skills.
• Negotiation skills for vendor contracts and relationships.
• Familiarity with office equipment and technology, including IT assets.
• Strong analytical and decision-making skills.