Administrative Support Specialist

6 days ago

Kolhapur, India beBeeAdministration Full time

Administrative Support SpecialistThe Administrative Support Specialist oversees day-to-day administrative operations, ensuring a smooth office functioning and providing support for IT, facility, travel, and event-related tasks.General Administration:Support leadership and oversee all administrative department activities.Manage office operations including filing, mail handling, data entry, answering emails & calls.Order, store, and distribute office supplies and maintain adequate inventory.Maintain office equipment; coordinate repairs and replacements when required.Set up meeting rooms with required equipment including projectors and video conferencing.Ensure cleanliness, hygiene, and upkeep of the office at all times.Oversee facility management including maintenance, compliance, electrical, civil & carpentry work.IT & Technical Support:Provide user-level IT support for laptops, desktops, mobile phones, email configuration, and network connectivity.Oversee hardware/software allocation, asset management, and security compliance.Support IT-related issues such as attendance system errors or connectivity problems.Travel & Transport Management:Handle travel administration including ticketing, hotel bookings, passport & visa processing.Manage company vehicles—maintenance, documentation, insurance, and driver coordination.Arrange ground transportation for staff and official events.Documentation:Verify, process, and file vendor invoices; maintain bill tracker and upload documents as required.Process employee reimbursements and claims as per policy.Support procurement by raising Purchase Orders (POs) and ensuring timely closures.Maintain updated documentation for AMCs, insurance, contracts, and service agreements.Assist HR with onboarding, seat allocation, basic stationery issuance, and system setup.Support internal training coordination and administrative tasks for new joiners.Event Support & Operations:Assist event teams in packing event materials, checking equipment functionality, and dispatching items to venues.Coordinate with logistics for delivery, return, reconciliation, and restocking of event materials.Manage stock and warehouse inventory for event-related supplies.Communication & Vendor Management:Manage communication devices (mobile phones, landlines, data cards, internet).Maintain strong vendor relationships for cost-effective services and timely support.Ensure AMCs and service contracts are renewed before due dates.Secretarial & Leadership Support:Provide secretarial assistance to the CEO/Director, including scheduling, travel, and correspondence.

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