Administrative Officer

4 weeks ago

Delhi, India M Moser Associates Full time

Designation: Administration Officer

Location: Delhi

Reporting to: India Office Manager

Position Summary:

The Administration Officer will be responsible for providing comprehensive administrative support to ensure the smooth functioning of the Delhi office. The role includes managing front-office operations, travel and hospitality coordination, supporting HR processes, maintaining office infrastructure, and contributing to a well-organized and welcoming work environment.

Key Responsibilities:

Front Office & Communication:

  • Manage reception duties including handling incoming calls, welcoming visitors, and directing queries to appropriate departments.
  • Provide courteous and efficient support to clients, staff, and external guests.

Travel & Scheduling:

  • Organize domestic and international travel bookings including flights, hotel accommodations, car rentals, and visa arrangements.
  • Assist Directors with meeting scheduling and calendar coordination as needed.
  • Facilitate temporary accommodation arrangements for project teams during deployments.

HR & Attendance Support:

  • Assist in onboarding processes including orientation and joining formalities for new employees.
  • Maintain accurate records of employee attendance and coordinate with the employees for leave and absence tracking.
  • Verify project staff travel reimbursements and related documentation.

Office & Facility Management:

  • Oversee the daily upkeep of the office, ensuring cleanliness, maintenance, and functionality of all areas.
  • Supervise housekeeping and security staff and coordinate routine disinfection procedures.
  • Manage procurement and inventory of office stationery, pantry supplies, and administrative materials.
  • Coordinate necessary repairs, modifications, and maintenance with relevant vendors or technicians.
  • Support accounts with the Cash vouchers

Hospitality & Event Coordination:

  • Arrange refreshments, tea, coffee, and lunch for clients and overseas team members as required.
  • Organize vendor product workshops and interactive sessions for staff.
  • Support planning and execution of in-office celebrations and festival events.

Meeting & Space Management:

  • Set up appointments, prepare conference rooms, and ensure audio/visual and meeting equipment is ready for use.
  • Coordinate internal room bookings and support logistics for team meetings and events.

Qualifications & Skills:

  • Bachelor's degree in Business Administration, Hospitality, or a related field preferred.
  • Minimum 4+ years of experience in administrative or front-office roles.
  • Strong communication, coordination, and interpersonal skills.
  • Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint).
  • Highly organized with attention to detail and the ability to manage multiple tasks simultaneously.
  • Experience in vendor management, office upkeep, and travel coordination is an advantage.

Work Environment:

  • Full-time, on-site role based in the Delhi office.
  • May occasionally require extended hours during events or urgent administrative needs.

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