Admin Executive

2 days ago

Narhe Pune Maharashtra, India Esro Magica Full time

EsroMagica is a leading organisation in Pune that focuses on providing top-quality space and astronomy-related educational content. Our mission is to offer hands-on practical experiments to enhance the learning experience for our audience. We are dedicated to fostering curiosity and passion for space exploration.

**Role
- Admin Executive**

**Responsibilities**:
1. Event & Workshop Logistics
- Organize materials, equipment, and resources needed for workshops.
- Coordinate with vendors for printing certificates, merchandise, and marketing materials.
- Manage logistics for both online and offline sessions, ensuring smooth execution.

2. Office Management
- Ensuring all departments (Customer Support, Sales, Training, Account, tech, HR.) have the necessary resources to function efficiently.
- Managing office supplies, equipment, and facility maintenance.
- Overseeing daily office operations and ensuring a smooth workflow.
- Managing office supplies, equipment, and maintenance.
- Organizing meetings, appointments, and schedules.

3. Documentation & Record-Keeping
- Maintaining employee records and company documents.
- Handling contracts, agreements, and compliance documents.
- Managing confidential and sensitive information securely.

4. Communication & Coordination
- Serving as a point of contact between departments and management.
- Coordinating with vendors, clients.

5. Financial & Procurement Support
- Managing office expenses and petty cash.
- Processing invoices and coordinating with finance teams.
- Handling vendor payments and procurement of office resources.

6. Event & Travel Management
- Organizing corporate events, meetings, and workshops.
- Managing travel bookings and accommodation for trainers, guest speakers, and employees (if needed).

7. Compliance & Legal Assistance
- Ensuring company policies are followed.
- Managing workplace safety and security.

**Requirements**:

- Strong experience in negotiating with vendors, and other service providers.
- Hands-on experience managing office facilities, travel logistics, and asset tracking.
- Knowledge of workplace safety regulations & safety protocols.
- Proficiency in Google Workspace (G Suite), including Gmail, Google Drive, Sheets, Docs, and Calendar for documentation, scheduling, and reporting
- Soft Skills: Strong communication, problem-solving, multitasking, and vendor management abilities to manage teams and coordinate cross-functional tasks.

**Good to Have**:

- Prior experience in a startup environment
- Experience in managing office administration, with the ability to set up and scale office operations,
- Experience in managing and establishing vendor relationships, and adapting to evolving business needs with mínimal supervision.

**Job Types**: Full-time, Permanent

Pay: ₹20,000.00 - ₹25,000.00 per month

**Benefits**:

- Cell phone reimbursement
- Flexible schedule
- Food provided
- Provident Fund

Schedule:

- Day shift
- Weekend availability

Supplemental Pay:

- Performance bonus

Ability to commute/relocate:

- Narhe, Pune, Maharashtra: Reliably commute or planning to relocate before starting work (required)

**Education**:

- Bachelor's (preferred)

**Experience**:

- Administrative: 2 years (required)

**Language**:

- English (required)

**Location**:

- Narhe, Pune, Maharashtra (required)

Shift availability:

- Night Shift (preferred)
- Day Shift (required)

Willingness to travel:

- 50% (required)

Work Location: In person

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