Temporary Administrator/ Office Assistant

Office Administration, Associate Consultant Location: Puducherry ; for projects across India

Varahe Analytics is one of India’s premier integrated political consulting firms, specializing in building data-driven 360-degree election management. We help our clients with strategic advice and implementation, combining data-backed insights and in-depth ground intelligence into a holistic electoral campaign.
We are passionate about our democracy and the politics that shape our world. We draw on some of the sharpest minds from distinguished institutions and diverse professional backgrounds to help us achieve our goal of building electoral strategies that spark conversations, effect change, and help shape electoral and legislative ecosystems in our country.

As an Admin Associate , you will play a key role in ensuring smooth day-to-day operations by providing administrative and coordination support to internal teams and client-facing functions. This role requires a detail-oriented individual who can work in a fast-paced environment and proactively support project execution through effective backend administration.

Office Administration: Provide comprehensive administrative support to ensure efficient office operations. This includes managing correspondence, maintaining physical and digital filing systems, and coordinating office supplies. Housekeeping and Pantry Management: Oversee and manage housekeeping and pantry staff to ensure high standards of cleanliness, hygiene, and timely supply of refreshments and other materials. Regularly inspect office premises, common areas, and pantry for upkeep.
Comprehensive management of all transportation needs associated with the office location. This includes, but is not limited to, coordinating and scheduling office-related cab services for staff, facilitating survey-specific transportation for field teams, and arranging outstation cab services for business travel or other extended trips requiring transportation outside the immediate office vicinity. The primary objective is to ensure efficient, reliable, and timely cab availability for all designated requirements, optimizing routes and managing vendor relationships to secure competitive rates and high service standards.
Identify vendors for all needs like stationery, transportation, internet, utility, and other office administration purposes. Following identification, the empanelment process formally integrates selected vendors into our approved network. This involves thorough due diligence, including verification of credentials, assessment of capabilities, and negotiation of contractual terms to ensure optimal value and mitigate risks. This ensures timely and accurate compensation for services rendered, fostering strong and sustainable vendor relationships. Stationery and Office Supplies: Housekeeping and Pantry: Ensures cleanliness and supply of services to in-office staff.
Facilitating efficient travel for staff and logistical needs.
Providing reliable connectivity for all business operations.
Managing essential services such as electricity, water, and waste management.
Covering a wide range of needs from building upkeep to equipment servicing.
Ensuring our systems run smoothly and securely, including repairs and installation of printers, network equipment, CCTV’s and other IT and technology support services.
Petty Cash & Asset Management: Manage petty cash transactions and maintain accurate accounting records. Oversee office asset inventory, coordinating with teams across Varahe sites.
Legal & Statutory Coordination: Represent the office in interactions with internal stakeholders and external authorities to ensure legal and statutory compliance, particularly with local administrative bodies. Ensure compliance to local regulations and state regulations for the office operations.
Staff Onboarding - Onsite coordination of assets: Inventory Management: Manage in line with company protocols the office inventory to match project activities for the office.
Assist in data collection, report generation, and basic data analysis for various functions performed for internal analysis and improvements.
Travel & Hospitality Coordination: Arrange travel, accommodation, airport transfers, and local transportation for leadership and visiting teams as required. Partner with travel vendors.
Guest house and Hotel operations for staff accommodation: Oversee scouting for suitable guest houses and local hotels to meet staff accommodation needs. Manage the maintenance of guest houses to ensure comfort and operational efficiency. Facilitate staff accommodation in local hotels, negotiating contracted rates based on office requirements and ensuring all arrangements align with company policies.
Event Management: Lead planning and execution of site-level events, ensuring seamless coordination and memorable experiences.
Health, Safety & Office Etiquette: Act as the site’s Health and Safety Lead to office premises and ensure sufficient measures are implemented in the site to ensure safety of staff. Maintain and ensure that office etiquette is maintained.
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