Chapter Office Operations Manager

10 hours ago

Pune, Maharashtra, India beBeeAdministrative Full time ₹ 9,00,000 - ₹ 15,00,000
Office Administrator Job Opportunity

The PMI Pune Deccan India Chapter seeks a diligent and organized Chapter Office Executive & Administrative Assistant to manage the daily functioning of the office.

Main Responsibilities
  • Office Management: Maintain a well-organized office environment, ensuring cleanliness and operational efficiency at all times. Handle communications (calls, emails, couriers), records, inventories, receipts, and digital files. Coordinate with service providers for office utilities, internet, and repairs. Manage petty cash, expense registers, and support monthly reconciliation.
  • Member Support: Serve as the first point of contact for member queries, grievances, and feedback, logging and escalating appropriately. Maintain an updated member interaction log. Assist with addressing member issues or requests in coordination with the Membership portfolio. Facilitate the use of the office as a co-working/event venue, including internal bookings and ensure facility readiness and visitor protocols.
  • Event Coordination: Provide logistical support before, during, and after events, including AGMs, conferences, workshops, and SIG sessions. Manage event kits, badges, registration desks, and certificates. Liaise with vendors for venue bookings, catering, AV setup, and transportation. Ensure availability of promotional materials and merchandise.
  • Board & Volunteer Assistance: Support scheduling and coordination of board meetings and committee discussions. Record and circulate meeting minutes, manage shared calendars, and track follow-ups. Assist with new volunteer onboarding and general coordination activities across portfolios.
  • Digital & Communication Support: Maintain databases, event attendee lists, and contact logs. Assist with sending out newsletters, announcements, and campaigns using designated tools. Support content updates on the website and assist with social media coordination if required.
  • Compliance & Records Management: Maintain digital and hard copies of chapter documents such as vendor agreements, event reports, and finance records. Ensure proper filing of invoices, bills, contracts, and member interaction logs for audit readiness.
Requirements & Qualifications
  • Graduate degree; diploma in office administration, secretarial practice, or event management preferred.
  • At least 24 years of administrative, operations, or front-desk experience.
  • Mandatory fluency in Marathi, English, and Hindi spoken and written.
  • Good knowledge of MS Office (Word, Excel, PowerPoint), Google Workspace, and digital communication tools.
  • Able to operate telephony and virtual collaboration platforms (Zoom, Google Meet, MS Teams).
  • Organized, disciplined, and service-minded individual with strong communication and interpersonal skills.

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