The posting
The Office Assistant will support the smooth day-to-day functioning of the Nashik office by managing office administration, facilities coordination, vendors, supplies, procurement, employee workplace support, documentation and operational logistics. This is a hands-on role requiring strong organization, follow-through, practical problem-solving and the ability to independently coordinate multiple office-related requirements. Key Responsibilities Office Administration & Facilities • Manage day-to-day administrative activities and ensure the office remains clean, safe, organized and functional. • Coordinate housekeeping, maintenance, internet, utilities, security and other office services. • Coordinate repairs, maintenance requests and infrastructure-related requirements and follow through until closure. • Maintain office supplies, stationery, consumables and basic office inventory; identify replenishment requirements and place orders. Vendor & Service Provider Coordination • Coordinate with office vendors and service providers for routine and ad-hoc requirements. • Obtain quotations or relevant service information when required and coordinate service delivery. • Follow up on pending vendor issues and ensure timely resolution of operational concerns. • Maintain vendor-related records, documents and service information. • Coordinate with Finance on invoices, supporting documents and payment follow-ups. Employee & Workplace Support • Serve as the first point of contact for employees for office and workplace-related requirements. • Support joining arrangements such as workspace setup, access, materials and other office logistics. • Coordinate meeting rooms, seating arrangements and common workplace requirements. • Support office events, team gatherings and employee engagement activities. • Help ensure a professional, organized and employee-friendly in-office experience. Administrative & Operational Coordination • Maintain office records, documentation, trackers and administrative files. • Support leadership and teams with scheduling, coordination and logistics as required. • Assist with travel and accommodation arrangements when needed. • Coordinate office-related procurement and follow up on pending operational requirements. • Coordinate across People & Operations, Finance and other teams to close office-related requests. Compliance, Safety & Workplace Readiness • Maintain relevant office documentation and records. • Support basic workplace safety, emergency preparedness and compliance-related requirements applicable to the office. • Identify operational gaps proactively and coordinate corrective action. General Office Support • Handle routine correspondence, documentation and administrative follow-ups. • Support visitors, meetings and general office coordination when required. • Take ownership of day-to-day office issues and ensure timely closure rather than only escalating them. Requirements Education : Graduate or diploma qualification preferred; equivalent relevant administrative experience may also be considered. Experience : • 2+ years of experience in office administration, administrative support, office operations or facilities coordination. • Hands-on experience coordinating vendors and service providers. • Experience managing office supplies, procurement, records and routine operational requirements. • Experience in a small or mid-sized organization, NGO, startup, professional services or similar environment is preferred. Skills: • Strong organization and follow-through • Vendor and stakeholder coordination • Clear verbal and written communication • Attention to detail and documentation discipline • Practical problem-solving and ownership • Ability to manage multiple priorities independently • Basic proficiency in Google Workspace / MS Office, Excel or Google Sheets • Comfortable working in an in-person office environment Benefits Great work culture 5 days working Group Medical Insurance
