Office Administrator & Assistant of Business Manager

Earthscapes; Surat; On-site; INR 260,000 - 420,000; Full time

Job summary

Earthscapes is seeking an Office Administrator & Assistant to the Business Manager in Surat. You will support daily coordination, BD activities, client communications, HR processes, and office operations.

The role requires strong organizational and communication skills, proficiency in MS Office and Tally, and ability to manage multiple tasks across departments. This position is based on-site in Gujarat.

Qualifications

• Excellent communication, coordination, follow-up, and organisational skills.
• Experience in architecture, landscape, real estate, construction, or consultancy will be an advantage.

Responsibilities

• Assist the Business Development Manager and Directors in daily coordination, business development, and administrative activities.
• Identify and track new business leads, maintain BD/project pipelines, and coordinate RFPs, enquiries, proposals, presentations, and submissions.
• Follow up with clients regarding meetings, proposals, feedback, payments, and next steps; handle professional emails and client communication.
• Coordinate employee recruitment, interviews, onboarding, contracts, exit formalities, work-hour tracking, leave records, and regular HR communication.
• Maintain Directors calendars, meetings, follow-ups, checklists, and coordinate internally and externally on their behalf.
• Coordinate project-related administrative, contractual, financial, and client documentation.
• Maintain records of NDAs, LOAs, Work Orders, contracts, proposals, invoices, expenses, employees, clients, consultants, and vendors.
• Assist with basic accounts activities including Tally entries, invoices, salary processing, expenses, GST/TDS coordination, and project-wise financial reports.
• Manage day-to-day office administration including stationery, equipment, vendors, housekeeping, office communication, and maintenance.
• Coordinate travel, ticket and hotel bookings, bank work, document collection/submission, and other administrative requirements.
• Prepare basic reports, statements, trackers, salary slips, leave summaries, and status updates.

Skills

Communication

Coordination

Follow-up

Organisational skills

Multitasking

Tools

MS Excel

MS Word

PowerPoint

Outlook

Tally

Job description

Job Description

Office Administrator & Assistant of Business Manager

Key Responsibilities

• Assist the Business Development Manager and Directors in daily coordination, business development, and administrative activities.
• Identify and track new business leads, maintain BD/project pipelines, and coordinate RFPs, enquiries, proposals, presentations, and submissions.
• Follow up with clients regarding meetings, proposals, feedback, payments, and next steps; handle professional emails and client communication.
• Coordinate employee recruitment, interviews, onboarding, contracts, exit formalities, work-hour tracking, leave records, and regular HR communication.
• Maintain Directors calendars, meetings, follow-ups, checklists, and coordinate internally and externally on their behalf.
• Coordinate project-related administrative, contractual, financial, and client documentation.
• Maintain records of NDAs, LOAs, Work Orders, contracts, proposals, invoices, expenses, employees, clients, consultants, and vendors.
• Assist with basic accounts activities including Tally entries, invoices, salary processing, expenses, GST/TDS coordination, and project-wise financial reports.
• Manage day-to-day office administration including stationery, equipment, vendors, housekeeping, office communication, and maintenance.
• Coordinate travel, ticket and hotel bookings, bank work, document collection/submission, and other administrative requirements.
• Prepare basic reports, statements, trackers, salary slips, leave summaries, and status updates.

Key Skills

• Excellent communication, coordination, follow-up, and organisational skills.
• Good command of MS Excel, Word, PowerPoint, Outlook/email, and Tally.
• Strong attention to detail and ability to manage multiple tasks.
• Proactive, professional, responsible, and result-oriented approach.
• Experience in architecture, landscape, real estate, construction, or consultancy will be an advantage.