Intern/ Executive

Job Description

About Amber

Long-term accommodation booking platform for students (think booking.com for student housing). Amber helps 80M students worldwide, find and book full-time accommodations near their universities, without the hassle of negotiation, non-standardized and cumbersome paperwork, and broken payment process. We are the leading student housing platform globally, with 1M+ student housing units listed in 6 countries and across 80 cities. We are growing rapidly and targeting $1B in annual gross bookings value by 2024. Amber raised $18.5M from Marquee investors like Gaja capital.

If you are passionate about making international mobility and living seamless and accessible, then - Join us in building the future of student housing

Job Title: Office Admin Executive (Fresher)

Location: Pune, Viman Nagar (On-site)

Reporting To: Head IT Infrastructure and Administration

Employment Type: Full-time

Urgent Requirement

Position Overview

We are actively seeking a highly motivated and meticulous Office Admin Executive (Fresher) to facilitate the seamless day-to-day operations of our office and administrative functions. This role offers a prime opportunity for recent graduates to acquire hands-on experience in office management, vendor coordination, facility oversight, and external stakeholder communication within a fast-paced professional setting.

Core Competencies & Responsibilities

Oversee and manage routine administrative operations to ensure optimal office functionality.

Supervise housekeeping, security, cafeteria services, and facility maintenance activities.

Coordinate travel arrangements, accommodations, and vendor engagement.

Facilitate scheduling of meeting rooms and support organizational events.

Administer issuance of ID cards, attendance tracking systems, and related monitoring tasks.

Manage courier and logistics workflows, ensuring punctual dispatch and receipt of parcels.

Assist with legal documentation and liaise with external agencies as necessary.

Exhibit proficiency in Microsoft Excel and other spreadsheet applications for data management.

Demonstrate exceptional multitasking abilities, leadership potential, and a client-focused approach.

Detailed Role Responsibilities

- Office Operations & Administrative Assistance

Monitor and replenish office supply inventories, maintaining meticulous records.

Organize and archive both physical and digital records pertaining to employees and corporate documentation.

Provide administrative support to HR, Finance, and other departments with documentation and coordination requirements.

Oversee ID card issuance and attendance systems, ensuring accuracy and functionality.

- Facility & Housekeeping Oversight

Collaborate with housekeeping and security personnel to uphold cleanliness, safety, and monitoring standards.

Manage cafeteria operations and vendor relationships to maintain service excellence.

Identify and report facility maintenance needs, including pest control and repairs.

- Vendor & Procurement Coordination

Maintain a comprehensive vendor database and manage office supply procurement records.

Follow up diligently with vendors to ensure timely delivery of goods and services.

Assist in vendor billing processes, payments, and procurement documentation.

- External Coordination & Legal Compliance Support

Accompany or assist senior management during official visits to banks, government offices, and other regulatory bodies.

Prepare basic banking documentation, including KYC and account opening forms.

Coordinate notarization and other legal formalities with relevant vendors and agencies.

- Travel & Accommodation Management

Arrange travel and accommodation for employees as required.

Liaise with vendors to ensure smooth logistical arrangements.

- Meeting & Event Facilitation

Plan and coordinate meetings, interviews, orientation sessions, and training programs.

Support the setup and management of meeting rooms and office events.

- Courier & Logistics Administration

Manage courier services to ensure timely dispatch and receipt of documents and packages.

Coordinate with logistics providers to maintain efficient operations.

- Reporting & Compliance Assistance

Maintain detailed logs and reports of administrative activities.

Support adherence to company policies and regulatory compliance.

Assist in audit processes by preparing requisite documentation.

Qualifications & Skills Required

Bachelors degree in Arts, Commerce, or a related discipline (Fresh graduates are encouraged to apply).

Fundamental proficiency in MS Office Suite (Excel, Word, Outlook).

Excellent communication and interpersonal skills.

Demonstrated eagerness to learn, take initiative, and collaborate effectively.

Ability to multitask, prioritize responsibilities, and work efficiently under guidance.

Willingness to travel locally within Pune for official errands.

Positive attitude, integrity, and a strong sense of accountability.