Administrative Officer

3 weeks ago

Hyderabad India M Moser Associates Full time

Job Description

Designation: Administration Officer

Location: Hyderabad

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.
- Support a team based in Hyderabad and Bangalore and work closely with the Director/ other senior members of the team along with Office Manager

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 5-7 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 Hyderabad office.
- May occasionally require extended hours during events or urgent administrative needs.

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