
Administrative Coordinator
2 days ago
Office Administrator Role Summary:
The Office Administrator is a crucial role within our organization, responsible for providing administrative support to the Mumbai studio. This position plays a key part in ensuring the smooth day-to-day functioning of the office and facilitating seamless coordination with global teams.
As an Office Administrator, you will be working closely with senior management and colleagues worldwide, managing administration effectively, and supporting the integration of the new Mumbai studio into the global network.
About the Job- Company: Leading Global Architecture & Design Firm (Details to be shared during the application process)
- Designation: Office Administrator
- Years of Experience: Minimum 5 years' experience in office administration or co-ordination roles
- Academic Qualification: Graduate in any discipline is a must
- Applicant Persona: We are seeking a highly skilled and approachable professional with excellent spoken and written English skills
- Job Type: Full-time, On-site, 5-day work week
- Location: Mumbai (office location to be finalized; would be a centrally connected area in Mumbai)
- Liaising with internal and external colleagues via emails, messaging, and conference calls
- Managing centralized office inboxes
- Handling landline telephone systems, voicemails, and reception duties
- Supporting meetings (refreshments, note-taking, recordings)
- Receiving and dealing with post (mail)
- Organizing couriers and suppliers
- Liaising with travel agencies on behalf of colleagues
- Supporting Directors, COO, and Admin Manager (meeting rooms, conference calls)
- Processing time-sheets and chasing staff if incomplete
- Updating leave sheets (maternity, sickness, other leave)
- Tracking staff service length and updating the Communications Team
- Assisting with electronic filing, archiving, and uploading to cloud systems
- Printing, scanning, copying, binding drawings/documents
- Logging NDAs (None Disclosure Agreements) for colleagues
- Liaising with suppliers (pest control, housekeeping, cleaning, etc.)
- Stock control and ordering (stationery, printer consumables, ICT equipment, refreshments, lunches)
- Acting as first aider (training provided)
- Maintaining kitchen area, managing shredding/recycling
- Supporting the IT team as required
- Graduation or higher
- Minimum 5+ years' administrative or receptionist experience
- Strong MS Office software skills; knowledge of information management systems desirable
- Excellent literacy, numeracy, and communication skills (written & verbal English fluency required)
- High attention to detail, professional demeanor, and ability to handle confidential/commercially sensitive information
- Prior experience working with international client organizations is advantageous (but not essential)
- Opportunity to be part of a new flagship Indian studio for a global firm
- Play a central role in office administration and cross-office coordination
- Collaborate with colleagues across global offices
- International training and career development opportunities
- Competitive salary and benefits
Apply via LinkedIn here OR if the job is closed on LinkedIn, register your details here: Application Form Link:
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