Administrative Coordinator

1 month ago

Delhi, Delhi, India SaveLIFE Foundation (SLF) Full time
Job Title: Administration Officer

SaveLIFE Foundation (SLF) is seeking a highly organized and detail-oriented Administration Officer to join our team. As an integral part of our administrative functions, you will play a pivotal role in ensuring the efficient and effective operation of our office.

Key Responsibilities:
  • Travel Management: Coordinate domestic and international travel logistics, including vehicle bookings, hotel reservations, and ticket bookings, visa, etc.
  • Office Management: Plan and execute office and campus events, manage administrative workflows, oversee facility management, and ensure office hygiene and maintenance.
  • Inventory Management: Select and vet vendors, prepare agreements, and monitor vendor performance, coordinate procurement of office supplies, and maintain stock storage and item requests.
  • Petty Cash Management: Maintain petty cash records, prepare consolidated expense reports for reimbursement, and process payments.
  • Office Files Management: Allocate file numbers, maintain a file index, and manage both physical and digital records.
  • Bill Management: Receive and verify bills, process payments, and manage disputes.
  • Vendor Management: Select and vet vendors, prepare agreements, and monitor vendor performance, build and maintain relationships with various vendors, and schedule meetings.
  • Printing Support: Manage printing tasks, including business cards, brochures, reports, and other materials.
  • IT Management: Coordinate with IT service providers for equipment procurement and issue resolution, oversee biometrics and identity card creation.
  • HR Support: Handle attendance and leave management, assist in organizing staff events and activities, and support HR processes like hiring, interviews, and agreements.
  • Budget Management: Work closely with the Finance team in preparing the annual budget for various administrative activities, maintain records for future expense planning.
  • Business Continuity Planning (BCP): Plan and implement BCP measures, including facilities and workflow preparation.
  • Security Management: Ensure office security and monitor safety measures, manage CCTV systems and maintain vigilance.
  • Keys and Access Management: Maintain key records and oversee access control.
  • Couriers & Post Management: Handle incoming and outgoing mail and packages, maintain records and process billing.
  • Assets Management: Maintain an assets register, including billing records and processing.
  • Repairs & Maintenance: Oversee non-AMC repairs and maintenance.
  • Government Liaison: Communicate with government offices, police, transport departments, and more as needed.
  • Executive Support: Act as a point of contact between executives and internal/external clients, handle communications, messages, and correspondence, produce reports, presentations, and briefs as required.
  • General Administrative Duties: Supervise service personnel, ensure the smooth flow of information within the company, coordinate administrative procedures and systems.
Requirements:
  • Bachelor's degree in Business Administration or related field.
  • 1-3 years of proven experience in administrative roles.
  • Strong organizational and multitasking skills.
  • Excellent communication and interpersonal abilities.
  • Vendor Management Experience is mandatory.
  • Proficiency in MS Office and relevant software.
  • Attention to detail and problem-solving skills.

As an Administration Officer, you will be responsible for ensuring the efficient and effective operation of our administrative functions. If you are a highly organized and detail-oriented individual with excellent communication and interpersonal skills, we encourage you to apply for this exciting opportunity.

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