Site Administrative Assistant - Chennai

IBA Proton Therapy; Chennai District; On-site; INR 715,000 - 1,087,000; Full time

Job summary

IBA Proton Therapy in Chennai, India, seeks a proactive Site Administrative to support daily site operations and serve as the main admin contact between Headquarters and the local team. You will handle general administration, logistics, accounting, travel and HR activities for the site and occasionally support other locations.

The role requires a graduate with 4+ years of administrative experience, willingness to travel domestically up to 10–15% of time, and strong English/Tamil/Hindi

Qualifications

• Graduate with minimum 4 years of experience in administrative, office management, logistics coordination, or site support roles.
• Willingness to travel domestically up to 10-15% of working time.
• Ability to provide administrative and logistics support beyond the assigned site and collaborate with regional and global teams.
• Strong interpersonal and communication skills in English, Tamil and Hindi preferred.
• Experience in logistics, inventory management, stock control, or supply chain coordination is a strong advantage.

Responsibilities

• Coordinate site administration, meetings, visits, and communication with the local team and Headquarters.
• Manage office operations, suppliers, contracts, assets, and facility-related issues.
• Support financial administration, organize business travel, and assist with HR activities, including onboarding of new employees.
• Provide HR support including benefits administration, training coordination, safety programs, PPE management, and EHS records maintenance.
• Coordinate logistics activities including shipments, spare parts ordering, stock tracking, inventory management, tool calibration, and returns.
• Support site accounting activities including purchase orders, invoices, petty cash management, expense tracking, and cost reporting.
• Support quality systems, documentation control, and internal communication activities.
• Provide administrative and logistics support to other IBA sites, projects, or regional activities when required.
• Coordinate and support occasional site visits, customer visits, audits, training sessions, and special projects outside the primary work location.

Skills

Interpersonal skills

Communication

English

Tamil

Hindi

Job description

Job Description:

Your mission

We are looking for a proactive and highly organized Site Administrative to support daily site operations and act as the main administrative contact for a team of engineers.You are responsible for the overall office management and act as the contact person between Headquarters and site. You perform a variety of administrative functions including general administration, logistics support, accounting, travel arrangements, and supporting local Proton Therapy site operations. In addition, you will contribute to administrative and logistics activities supporting other IBA locations when required.

Key Responsibilities

• Coordinate site administration, meetings, visits, and communication with the local team and Headquarters.
• Manage office operations, suppliers, contracts, assets, and facility-related issues.
• Support financial administration, organize business travel, and assist with HR activities, including onboarding of new employees.
• Provide HR support including benefits administration, training coordination, safety programs, PPE management, and EHS records maintenance.
• Coordinate logistics activities including shipments, spare parts ordering, stock tracking, inventory management, tool calibration, and returns.
• Support site accounting activities including purchase orders, invoices, petty cash management, expense tracking, and cost reporting.
• Support quality systems, documentation control, and internal communication activities.
• Provide administrative and logistics support to other IBA sites, projects, or regional activities when required.
• Coordinate and support occasional site visits, customer visits, audits, training sessions, and special projects outside the primary work location.

What We Value

You have

• Graduate with minimum 4 years of experience in administrative, office management, logistics coordination, or site support roles.
• Willingness to travel domestically when required to support business activities, projects, training, audits, or operational needs at other IBA locations (typically up to 10-15% of working time).
• Ability to provide administrative and logistics support beyond the assigned site and collaborate effectively with regional and global teams.
• Strong interpersonal and communication skills in English ,Tamil and Hindi preferred.
• Experience in logistics, inventory management, stock control, or supply chain coordination is a strong advantage.

And you are

• Accurate, reliable, and able to deliver under strict deadlines while consistently working in compliance with company procedures, regulatory requirements, and quality standards.
• Highly organized with the ability to manage multiple priorities and coordinate activities across different stakeholders.
• Comfortable working with procedures, compliance requirements, and administrative systems.
• Flexible and adaptable to operational needs, including occasional after-hours support and infrequent weekend activities when business requirements arise.
• Autonomous team player who is well organized, dependable, and capable of working independently while maintaining strong collaboration with local and international stakeholders.

What We Offer

• Competitive salary and benefits package
• A permanent contract
• A strong and collaborative team environment, where challenges are tackled together.
• Opportunity to work in a high-tech healthcare environment
• Career growth and internal mobility within an international company
• A meaningful career, making a real difference in medical innovation and patient care.

Compensation Package

The total guaranteed annual compensation range (which includes annual base salary, as well as flexible budget if applicable, and car budget in specific locations) for this position is provided below:

Total gross guaranteed annual compensation range (Indian Rupee) :

• [7.14.800 - 10.87.000]

The salary range indicated above is provided in compliance with applicable pay transparency requirements and reflects the typical compensation scope for this position based on the role's level of responsibility, required expertise, and location. The actual offer will be determined on an individual basis, taking into account objective and gender-neutral factors including relevant professional experience, qualifications, specific competencies, and internal equity. The range does not constitute a guaranteed salary and is subject to adjustment based on the final assessment of the selected candidate's profile. The role might also qualify for additional compensation elements such as variable pay, profit sharing, and benefits which are not reflected in this range.

Recruitment process

• Interview with recruiter
• Interview onsite with the hiring manager