Senior Associate – Administration Full Time NEW

Job Description | Senior Associate – Administration 

Department: Administration

Location: Koramangala, Bengaluru (On-site)

We are looking for a proactive and detail-oriented Senior Associate – Administration to manage day-to-day office operations and administrative services. The role is responsible for ensuring a smooth, efficient, and well-maintained workplace by coordinating facilities, vendors, inventory, transportation, hospitality services, and employee support.

The ideal candidate should have strong experience in office administration, vendor management, travel coordination, and workplace operations. They should be highly organized, capable of managing multiple responsibilities, and able to work effectively in a fast-paced and growing environment.

Key Responsibilities

Office Administration & Daily Operations

• Manage day-to-day office operations to ensure smooth workplace functioning.
• Supervise housekeeping, security, and office support staff.
• Maintain office cleanliness, hygiene, safety, and workplace standards.
• Manage pantry operations, supplies, and general office upkeep.
• Coordinate office repairs, maintenance activities, and facility-related requirements.
• Ensure office infrastructure and workspaces are maintained in a professional and functional condition.
• Maintain a safe, organized, and employee-friendly workplace.
• Ensure compliance with administrative policies and internal governance processes.
• Support employee engagement activities, celebrations, and office events.
• Act as the primary point of contact for administration-related queries and support.

Inventory & Vendor Management

• Maintain and monitor office inventory, including stationery, pantry supplies, IT assets, and consumables.
• Ensure timely procurement and replenishment of essential supplies.
• Maintain accurate inventory records and stock reports.
• Coordinate with vendors for housekeeping, maintenance, transportation, pantry, and other office services.
• Monitor service quality and ensure timely issue resolution.
• Support vendor negotiations, contract renewals, and payment processing.
• Maintain vendor records, agreements, and related documentation.

Transportation Management

• Manage transportation requirements for employees, guests, and business-related travel.
• Coordinate local transportation and cab bookings through approved vendors.
• Ensure timely and cost-effective transportation support.

Food & Hospitality Management

• Coordinate food and refreshment arrangements for employees, visitors, meetings, and company events.
• Ensure professional hospitality support for guests and stakeholders.
• Support the planning and execution of internal events and meetings.

HR & Finance Coordination

• Coordinate onboarding requirements, including workstation setup, access arrangements, documentation, and employee support.
• Work closely with the Finance team to verify vendor invoices, reimbursements, and office-related expenses.
• Ensure timely submission, processing, and record maintenance of administrative and financial documents.
• Maintain compliance with internal administrative and financial procedures.

Process Improvement & Reporting

• Develop and maintain operational dashboards and trackers.
• Generate MIS reports and analyze trends to support decision-making.
• Create and maintain Standard Operating Procedures (SOPs).
• Identify process improvement and automation opportunities to enhance operational efficiency.

Required Skills & Qualifications

• Bachelor’s degree in any discipline.
• 4–5 years of relevant experience in office administration, workplace operations, or travel management.
• Strong organizational, planning, and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proven experience in vendor management, service coordination, and negotiations.
• Proficiency in Microsoft Office Suite and/or Google Workspace.
• Strong analytical and problem-solving skills with attention to detail.
• Ability to work independently and manage priorities in a fast-paced environment.
• Fluency in Kannada, Hindi, and English is mandatory.

(Note: Preference will be given to candidates who can join within 15–20 days.)