Office Administrator
7 days ago
TVA (The Voice Authority) is an advertising, content production and design agency based in Mumbai. Our mission is to drive human progress and advancement through effective communication, storytelling, and human-centric design. We specialize in video content production, marketing, strategy, and partnerships. Our expertise is trusted by organizations such as Flipkart, Myntra, Zivame, Damensch, WOW, CULT, and Beautiful Homes (Asian Paints).
Position Overview:
We are seeking an experienced Office Administrator who will be responsible for managing day-to-day office operations, providing high-level administrative support to senior management, and overseeing hospitality services within the office. The role demands someone who can effectively multitask, handle administrative duties, manage office facilities, and create a welcoming environment for visitors and employees alike.
Key Responsibilities:
Office Management:
Oversee and manage the daily operations of the office, ensuring a professional and organized work environment.
Supervise office supplies inventory, ensuring timely ordering and availability of necessary materials and equipment.
Ensure that office equipment (e.g., printers, phones, computers) is well-maintained and arrange for necessary repairs and servicing.
Coordinate office maintenance, including liaising with vendors, building management, and service providers to resolve issues promptly.
Administrative Support:
Provide comprehensive administrative support to senior management, including managing schedules, coordinating meetings, and handling correspondence.
Manage travel arrangements, including booking flights, accommodation, and transportation for executives.
Assist in preparing reports, presentations, and other documents as required.
Organize and facilitate internal and external meetings, ensuring all logistics (venue, catering, audiovisual) are in place.
Hospitality Management:
Oversee the hospitality services within the office, ensuring that all visitors, clients, and employees receive a warm and professional welcome.
Coordinate catering and refreshment services for internal and external meetings, conferences, and events.
Manage guest accommodations, including hotel bookings, transportation, and ensuring an optimal experience for visitors.
Supervise office staff, including receptionists, support staff, and other hospitality-related roles to ensure top-notch service quality.
Maintain office ambiance, ensuring that the office environment is always clean, welcoming, and well-maintained for meetings and events.
Event Coordination:
Plan and coordinate company events such as team-building activities, client meetings, corporate events, and employee functions (e.g., annual parties, recognition events).
Oversee logistics for events, including venue selection, catering, transport, and setup, ensuring that all elements of the event run smoothly.
Coordinate with external vendors, suppliers, and service providers for seamless event execution.
Team Coordination & Communication:
Act as a central point of contact for all administrative and hospitality-related inquiries, ensuring effective communication across teams.
Support the HR department in coordinating employee onboarding, maintaining attendance records, and facilitating other HR-related processes.
Maintain open lines of communication with all departments to ensure administrative needs and operational requirements are met.
Office Safety & Compliance:
Ensure the office complies with health, safety, and legal regulations, fostering a safe and efficient working environment.
Monitor and manage office policies, ensuring that the team adheres to company standards.
Maintain office confidentiality protocols, managing sensitive information with discretion and professionalism.
Record Keeping & Documentation:
Organize and maintain physical and digital records of office documents, contracts, agreements, and other key files.
Ensure that office documentation is accurate, up-to-date, and easily accessible for team members.
Assist with invoicing, budgeting, and other financial administration as required by management.
Reporting & Budgeting:
Assist in preparing and managing office budgets, tracking expenses related to supplies, equipment, travel, and hospitality services.
Regularly report on budget expenditures and suggest cost-effective measures for office management and hospitality services.
Monitor and manage expenditures to ensure alignment with budget goals.
Qualifications & Experience:
Education:
Bachelor’s degree in Business Administration, Office Management, Hospitality Management, or a related field. Certifications in hospitality or facilities management will be a plus.
Experience:
Minimum 4-7 years of experience in office administration, with at least 2 years in a senior role that includes hospitality or facilities management.
Experience in a corporate or media production environment is highly desirable.
Proven experience managing office operations and delivering excellent hospitality services in a professional setting.
Skills:
Strong organizational skills and the ability to handle multiple tasks efficiently.
Excellent communication, both verbal and written, with strong interpersonal skills.
Proficiency in office software (MS Office Suite, Google Workspace) and office equipment.
Strong problem-solving skills with an ability to anticipate needs and provide solutions.
Ability to maintain a high standard of hospitality and professionalism in all office interactions.
Experience with event coordination and vendor management.
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