Administration Coordinator

2 weeks ago

Ahmedabad, India Intas Foundation Full time

Primary Responsibilities:

  1. Procurement & Financial Coordination

  2. Collect quotations and negotiate with vendors for optimal pricing and service.

  3. Ensure timely delivery of goods with proper branding.
  4. Procure and issue tech assets (SIM cards, laptops, tabs, dongles) with user guidelines

  5. Oversee procurement of printed stationery and communication materials as per brand guidelines.

  6. Asset Management

  7. Maintain a detailed location-wise asset tracker for physical and electronic assets.

  8. Maintain original lease agreements and monitor AMC and rental contract renewals.
  9. Ensure CCTV and machine installations are completed promptly.

  10. Tech-savvy in operating office equipment and digital gadgets (e.g., Projectors, CCTV Surveillance, Tablets etc.)

  11. Vehicle & Travel Management

  12. Maintain vehicle documentation including RC books, insurance, and PUC renewals.

  13. Track vehicle servicing schedules and ensure branding compliance.

  14. Coordinate staff travel bookings and manage travel agency billing.

  15. Service Agency

  16. Manage housekeeping and security contracts, ensuring timely renewals and compliance.

  17. Verify invoices and coordinate payments.

  18. Others

  19. Ensure SOPs for housekeeping, security, and AMC are updated.

  20. Maintain issuance tracker and coordinate email ID/password management.
  21. Maintain and reconcile asset records quarterly in alignment with CSR compliance.
  22. Maintain electricity and water bill trackers and oversee prepaid card management.
  23. Maintain hard copies of contracts and submit location-wise service trackers quarterly.
  24. Support POSH committee and handle any additional tasks assigned by the project head.
  25. Coordinate ophthalmic and cancer patient treatment programs, verifying beneficiaries, documentation and facilitating payment process.

Required Skills and Knowledge:

  • Ability to manage multiple locations and maintain detailed trackers.
  • Strong negotiation and coordination capabilities.
  • Strong communication and collaboration abilities, with experience in working with cross-functional teams such as Finance, IT, HR, and CSR field teams.
  • Proficiency in maintaining contracts, agreements, and compliance records.
  • Comfortable with handling tech assets and basic IT coordination.
  • Clear and timely communication with internal teams and external vendors.
  • Ability to meet deadlines for renewals, installations, and reporting.
  • Quick resolution of service issues
  • Attention to detail and accuracy in financial and administrative tasks.
  • Adaptability and willingness to learn new technologies and processes.
  • Proficiency in using and working on tools such as Excel, MS Office.

The role requires 40% travel to pan-India locations and communication with varied teams located across the country with different cultural and language orientations. Strong written and verbal communication skills in English required.

Salary and Benefits: Based on candidates experience/qualifications. Other benefits include group life insurance, accidental insurance, reimbursement of travel, medical insurance and leaves as per policy.

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