Office Assistant

Saaki Argus And Averil Consulting; Chennai District; On-site; INR 600,000 - 900,000; Full time

Job summary

Saaki Argus And Averil Consulting seeks an Office Administrator to coordinate vendors, manage MIS dashboards, and handle incident management and event logistics. You will oversee expense reporting, contract and invoice records, and support audit-related documentation.

The role requires proactive communication with internal teams and external vendors to meet SLAs and timelines. The ideal candidate will maintain accurate admin documentation, generate periodic MIS reports, and support budgeting

Responsibilities

• Vendor coordination, MIS & Documentation lead on onboarding, data updates and vendor contact records.
• Manage centralized MIS dashboards for vendors, service requests, incidents, and admin expenses.
• Monitor vendor assignments, renewals, SLAs, deliverables and ensure timely follow-up.
• Maintain contract, invoice, approvals, service reports and other admin docs.
• Prepare MIS reports and dashboards for review by GA Head and Senior Office Analyst.

Job description

Key Responsibilities

1. Vendor Coordination, MIS & Documentation

• Coordinate with vendors for onboarding, master data updates, and maintenance of vendor contact information.
• Maintain centralized MIS dashboards and trackers for vendors, service requests, incidents, employee queries, events, and administrative expenses.
• Monitor vendor assignments, service schedules, contract renewals, deliverables, and SLA compliance, ensuring timely follow-up and closure.
• Maintain accurate records of contracts, invoices, approvals, service reports, and other administrative documentation.
• Prepare periodic MIS reports, dashboards, presentations, and analytical summaries for review by the Senior Office Analyst and GA Head.

2. Incident & Employee Query Management

• Serve as the primary coordination point for employee requests, administrative support, vendor-related issues, and office service incidents.
• Record and monitor all incidents and service requests in a centralized tracking system, capturing request details, priority, ownership, actions taken, and resolution timelines.
• Coordinate with internal stakeholders and external vendors to ensure timely issue resolution in accordance with established SLAs.
• Provide regular progress updates to employees and stakeholders until issues are fully resolved.
• Escalate critical, recurring, or unresolved issues and monitor corrective actions through to completion.
• Identify recurring trends, recommend process improvements, and provide insights to the GA leadership team.

3. Event & Logistics Coordination

• Support the planning and execution of internal meetings, training programs, corporate events, and employee engagement activities.
• Coordinate event logistics, including vendor management, catering, venue setup, seating arrangements, materials, and scheduling.
• Maintain event documentation, attendance records, and expense tracking.

4. Expense & Budget Administration

• Track General Administration expenses and maintain invoice and payment records through MIS.
• Support invoice verification, submission, and coordination with finance teams to ensure timely payment processing.
• Assist in preparing expense reports, budget utilization summaries, and audit-related documentation.
• Identify discrepancies, support reconciliation activities, and contribute to cost optimization through accurate reporting.

5. Additional Responsibilities

• Undertake additional administrative and operational responsibilities as assigned by the GA Head to support evolving business and operational requirements.