Office Admin

Your role

What you'll be doing

Key Responsibilities:
1. Facility & Workplace Management
- Oversee the general upkeep, cleanliness, and maintenance of the office premises.
- Act as the primary point of contact for all workplace-related requests and issues.
- Coordinate with housekeeping, security, and maintenance teams for day-to-day facility needs.
- Monitor office utilities and coordinate repairs, upgrades, or improvements as needed.
- Ensure compliance with health and safety regulations and office security protocols.

2. Meeting Room & Space Coordination
- Manage meeting room scheduling to ensure availability and avoid booking conflicts.
- Monitor AV equipment and ensure readiness for internal/external meetings.
- Set up and reset meeting rooms for town halls, board meetings, and team sessions.

3. Office Supplies & Inventory Control
- Track and manage inventory of all office supplies and pantry items.
- Coordinate purchase and restocking of stationery, IT peripherals, hygiene products, etc.
- Identify cost-effective vendors and negotiate for office-related purchases.

4. Vendor Management
- Identify, onboard, and manage vendors for services such as facility maintenance, printing, catering, and stationery.
- Oversee ID card processing for new employees and contractors, including coordination with HR and security teams.
- Review vendor performance regularly and ensure service level agreements (SLAs) are met.
- Handle vendor billing, invoice verification for timely payments.
- Should maintain a list of vendors for different request.

5. Expense Management
- Maintain the India Office Expenses Tracker with real-time updates and reconciliations.
- Assist teams with Expense submissions, policy compliance, and report generation.
- Track and manage office-related purchase orders and expense claims.

6. Employee Experience & Admin Support
- Serve as a friendly and approachable support resource for all office-related queries.
- Provide admin assistance to teams and leadership as needed (e.g., printing, document couriering, small errands).
- Assist in planning and coordinating onboarding logistics for new hires (desk setup, welcome kits, access cards).

7. Event Coordination & Support
- Collaborate with HR and leadership to plan employee engagement events, team outings, wellness programs, etc.
- Handle logistics such as venue booking, vendor coordination, catering, and event supplies.
- Support the setup and teardown of events, ensuring a seamless experience for participants.

8. Compliance, Documentation & Reporting
- Maintain updated records of vendor contracts, insurance documentation, office licenses, and administrative approvals.
- Generate regular reports related to office expenditures, inventory levels, vendor performance, and facility incidents.
- Assist in audits or inspections related to facility, safety, or administration.

Qualifications & Requirements:

- Bachelor's degree in Business Administration, Management, or a related field.
- Minimum of 5-8 years of experience in office administration, facility coordination, or a related function.
- Proficiency in MS Office Suite (Excel, Outlook, Word).
- Excellent communication skills in English (verbal and written).
- Strong organizational, multitasking, and time-management abilities.
- Ability to work independently with mínimal supervision and take ownership of tasks.

Preferred Skills:

- Prior experience working in a corporate office or multinational environment.
- Familiarity with vendor negotiations, basic procurement processes, and PO management.
- Proactive, resourceful, and service-oriented mindset.
- Comfortable working in a fast-paced, dynamic environment.

About Corpay

Corpay is a global technology organisation that is leading the future of commercial payments with a culture of innovation that drives us to constantly create new and better ways to pay. Our specialized payment solutions help businesses control, simplify, and secure payment for fuel, general payables, toll and lodging expenses. Millions of people in over 80 countries around the world use our solutions for their payments.

Corpay is dedicated to encouraging a supportive and inclusive culture among our employees. It is within our best interest to promote diversity and eliminate discrimination in the workplace. We seek to ensure that all employees and job applicants are given equal opportunities.