Office Administrator

Job Description: Office Administration, Associate Consultant

Location: Trivandrum; for projects across India

About Varahe Analytics:

Varahe Analytics is one of India's premier integrated political consulting firms, specializing in building data-driven 360-degree election management. We help our clients with strategic advice and implementation, combining data-backed insights and in-depth ground intelligence into a holistic electoral campaign.

We are passionate about our democracy and the politics that shape our world. We draw on some of the sharpest minds from distinguished institutions and diverse professional backgrounds to help us achieve our goal of building electoral strategies that spark conversations, effect change, and help shape electoral and legislative ecosystems in our country.

About this Role:

As an Admin Associate, you will play a key role in ensuring smooth day-to-day operations by providing administrative and coordination support to internal teams and client-facing functions. You will be responsible for managing schedules, documentation, logistics, and communication workflows to enhance team efficiency. This role requires a detail-oriented individual who can work in a fast-paced environment and proactively support project execution through effective backend administration.

What Would This Role Entail?

- Office Administration: Provide comprehensive administrative support to ensure efficient office operations. This includes managing correspondence, maintaining physical and digital filing systems, and coordinating office supplies. Support various departments with their administrative needs, facilitating smooth inter-departmental communication and workflow.
- Housekeeping and Pantry Management: Oversee and manage housekeeping and pantry staff to ensure high standards of cleanliness, hygiene, and timely supply of refreshments and other materials. Regularly inspect office premises, common areas, and pantry for upkeep.
- Cab Coordination: Comprehensive management of all transportation needs associated with the office location. This includes, but is not limited to, coordinating and scheduling office-related cab services for staff, facilitating survey-specific transportation for field teams, and arranging outstation cab services for business travel or other extended trips requiring transportation outside the immediate office vicinity. The primary objective is to ensure efficient, reliable, and timely cab availability for all designated requirements, optimizing routes and managing vendor relationships to secure competitive rates and high service standards.
- Vendor & Staff Management: Support vendor lifecycle management—identification, empanelment, and invoicing. Identify vendors for all needs like stationery, transportation, internet, utility, and other office administration purposes. Following identification, the empanelment process formally integrates selected vendors into our approved network. This involves thorough due diligence, including verification of credentials, assessment of capabilities, and negotiation of contractual terms to ensure optimal value and mitigate risks. Manage all aspects of invoicing, from receipt and validation to processing and payment. This ensures timely and accurate compensation for services rendered, fostering strong and sustainable vendor relationships. Have profiles of all approved vendors, categorized by the services they provide.

This includes, but is not limited to, suppliers for:

Stationery and Office Supplies: Ensuring our offices are well-equipped with essential items.

Housekeeping and Pantry: Ensures cleanliness and supply of services to in-office staff.

Transportation Services: Facilitating efficient travel for staff and logistical needs.

Internet and Telecommunications: Providing reliable connectivity for all business operations.

Utilities: Managing essential services such as electricity, water, and waste management.

Maintenance and Repair Services: Covering a wide range of needs from building upkeep to equipment servicing.

Catering and Hospitality: Supporting internal events and guest services.

IT and Technology Support: Ensuring our systems run smoothly and securely, including repairs and installation of printers, network equipment, CCTV's and other IT and technology support services.

Security Services: Maintaining a safe and secure working environment.

- Petty Cash & Asset Management: Manage petty cash transactions and maintain accurate accounting records. Oversee office asset inventory, coordinating with teams across Varahe sites.
- Legal & Statutory Coordination: Represent the office in interactions with internal stakeholders and external authorities to ensure legal and statutory compliance, particularly with local administrative bodies. Ensure compliance to local regulations and state regulations for the office operations.
- Staff Onboarding - Onsite coordination of assets: Facilitate onboarding processes by co-ordinating allocation of laptop, workstation and other things upon HR notification..
- Inventory Management: Manage in line with company protocols the office inventory to match project activities for the office.
- Internal Communication & Reporting: Draft and distribute internal communication materials. Assist in data collection, report generation, and basic data analysis for various functions performed for internal analysis and improvements.
- Travel & Hospitality Coordination: Arrange travel, accommodation, airport transfers, and local transportation for leadership and visiting teams as required. Partner with travel vendors.
- Guest house and Hotel operations for staff accommodation: Oversee scouting for suitable guest houses and local hotels to meet staff accommodation needs. Manage the maintenance of guest houses to ensure comfort and operational efficiency. Facilitate staff accommodation in local hotels, negotiating contracted rates based on office requirements and ensuring all arrangements align with company policies.
- Event Management: Lead planning and execution of site-level events, ensuring seamless coordination and memorable experiences.
- Health, Safety & Office Etiquette: Act as the site's Health and Safety Lead to office premises and ensure sufficient measures are implemented in the site to ensure safety of staff. Maintain and ensure that office etiquette is maintained.
- Opening , closure and Transfer of assets- Coordination: Facilitate in opening , closure of office and transfer of assets from and to the project operation sites coordinating with multiple stakeholders in the organization.

Necessary Skills:

- Graduate in any discipline; preference for candidates with background in Business Administration, Office Management, or related fields.
- Proficiency in MS Office Suite (Excel, Word, PowerPoint) and Google Workspace (Docs, Sheets, Calendar, Drive).
- Language Proficiency: Malayalam language (Read, Write, Speak) proficiency is a must have requirement for this role.
- Excellent written and verbal communication skills.
- Strong organizational and multitasking abilities.
- Experience in calendar management, meeting coordination, and travel/logistics arrangements.
- Attention to detail and ability to maintain confidentiality of sensitive information.
- Ability to coordinate with internal teams (HR, Finance, Operations) and external vendors.
- Basic understanding of compliance and documentation processes.
- Problem-solving skills and ability to handle administrative challenges independently.
- Familiarity with office management tools or HRIS systems (e.g., Keka, Zimyo, Zoho People).
- Ability to work under pressure and manage multiple priorities effectively.
- Preferred: Experience working in political, media, or consulting organizations.

How to Apply

If you're a professional looking for a high-impact challenge, interested in joining a team of like-minded and motivated individuals who think strategically, act decisively, and get things done, drop in an email at openings@varaheanalytics.com.

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