Office Administrator

Black Cab; Mumbai; On-site; INR 300,000 - 600,000; Full time

Benefits offered by this job

None

Job summary

Black Cab, Mumbai-based multidisciplinary agency, is seeking an Office Administrator to oversee daily operations on-site.

You will manage calendars, meetings, travel, and vendor relations, greet visitors, handle calls and emails, and support HR onboarding and basic finance tasks. A minimum of 2 years in office administration and proficiency with Microsoft Office 365 or Google Workspace are required.

Qualifications

• 2+ years of administrative, office management, or front desk experience in a corporate or fast-paced environment.
• Hands-on experience with Microsoft Office 365 (Word, Excel, Outlook, Teams) or Google Workspace (Docs, Sheets, Drive, Calendar).
• Exceptional written and verbal communication skills.
• Proactive, self-motivated mindset with a 'no task is too small' attitude.

Responsibilities

• Oversee daily office operations and facilities management.
• Greet visitors, manage calls and emails, and coordinate meeting spaces.
• Coordinate travel arrangements, expenses, and basic invoicing.
• Assist HR onboarding and coordinate team engagement activities.

Skills

Communication skills

Time management

Prioritization

Interpersonal skills

Adaptability

Discretion & confidentiality

Education

High school diploma

Associate or Bachelor's degree in Business Administration or related field preferred

Tools

Microsoft Office 365

Google Workspace

Job description

Company Description

Black Cab is a multidisciplinary brand strategy, design, digital marketing, and production agency. The team works across diverse creative disciplines to deliver end-to-end, 360° solutions for clients. Black Cab combines strategic thinking with eclectic design and modern digital practices to build impactful brand experiences. Applicants can expect to join a collaborative environment that values creativity, initiative, and cross-functional teamwork.

Role Description

The Office Administrator is a full-time, on-site role based in Mumbai. This position is responsible for overseeing daily office operations, including managing calendars, coordinating meetings, maintaining office supplies, and handling documentation and records. The role includes answering calls and emails, greeting visitors, and supporting internal teams with administrative tasks to ensure smooth workflow. The Office Administrator will liaise with vendors, monitor office equipment and facilities, and assist with basic finance and HR-related coordination, such as expense tracking and onboarding support. The role requires a detail-oriented professional who can prioritize tasks, uphold a welcoming office environment, and support the broader agency team.

Roles and responsibilities

1. Daily Office Management & Operations

• Maintain a clean, organized, and fully stocked office environment (supplies, kitchen items, stationery).
• Serve as the primary contact for building management, external vendors, utility providers, and maintenance teams.
• Manage incoming mail, packages, and logistics for outgoing shipments.
• Ensure office equipment (printers, meeting room tech) is functional and regularly maintained.

2. Reception & Hospitality

• Greet visitors, clients, and candidates warmly and direct them appropriately.
• Manage general inquiry phone lines, email accounts, and forward messages to the right team members.
• Prepare meeting rooms for key client meetings or executive briefings (coffee/tea, catering, tech setup).

3. Administrative & Executive Support

• Schedule internal/external meetings, manage shared calendar booking systems, and reserve rooms.
• Coordinate travel arrangements, flight bookings, and hotel accommodations for staff or executives.
• Assist with expense tracking, basic invoicing processing, and monthly budget reconciliation for office supplies.

4. HR, Onboarding & Team Engagement

• Assist the HR team with onboarding logistics for new hires (desk setup, welcome kits, access badges).
• Coordinate company events, team lunches, celebrations, and internal culture initiatives.
• Help maintain digital records, employee rosters, and office safety compliance documents.

Qualifications

• 2+ years of administrative, office management, or front desk experience in a corporate or fast-paced environment.
• Hands-on experience with Microsoft Office 365 (Word, Excel, Outlook, Teams) or Google Workspace (Docs, Sheets, Drive, Calendar).
• Exceptional written and verbal communication skills.
• Proven ability to prioritize tasks, manage time efficiently, and handle multiple requests without losing attention to detail.
• Proactive, self-motivated mindset with a "no task is too small" attitude.
• High school diploma required; Associate’s or Bachelor’s degree in Business Administration or a related field preferred.
• Reliability & Discretion: Able to handle confidential employee and business information with care.
• Interpersonal Skills: Positive attitude and ability to interact with staff at all levels.
• Adaptability: Comfortable handling last-minute schedule changes or urgent facility issues.