Administration Assistant

2 days ago

Gurgaon, Haryana, India FEDERATION OF DIGITAL HEALTH SCIENCES Full time ₹ 3,00,000 - ₹ 6,00,000 per year

Position: Administration Assistant

Location: Mohali, Punjab

Reporting To: Admin Manager / Director

Department: Administration & Facility Support

1. Role Summary

The Administration Assistant will support day-to-day office operations, coordination, documentation, and facility management at the Mohali office. The role requires excellent organizational skills, attention to detail, and the ability to manage multiple administrative tasks efficiently while maintaining professionalism.

2. Key Responsibilities

A. Office Administration

  • Manage daily office operations, upkeep, housekeeping, and facility requirements.
  • Maintain office supplies, inventory, and procurement records.
  • Coordinate with vendors, service providers, and maintenance teams.
  • Ensure smooth functioning of utilities (internet, transport, printing, repairs).

B. Documentation & Record Keeping

  • Maintain digital and physical records, files, and registers.
  • Prepare letters, memos, documentation, and basic reports.
  • Assist in maintaining compliance documents, agreements, and admin logs.
  • Support HR/Operations in maintaining attendance and staff records.

C. Front Desk & Coordination

  • Handle incoming phone calls, emails, and visitor coordination.
  • Maintain visitor logs, appointments, and meeting schedules.
  • Coordinate inter-department communication and timely information flow.

D. Support for Operations & Projects

  • Assist with basic purchases, quotations, and vendor follow-ups.
  • Support project teams with logistics, travel coordination, and meeting arrangements.
  • Provide admin support during events, training programs, and official visits.

E. Finance & Billing Support

  • Assist in basic bookkeeping tasks—voucher submission, bills collection, and petty cash handling.
  • Liaise with accounts team for invoices, payments, and monthly statements.

3. Required Skills & Competencies

  • Strong communication skills (English & Hindi essential; Punjabi preferred).
  • Excellent organizational and multitasking ability.
  • Basic proficiency in MS Office (Word, Excel, PowerPoint).
  • Ability to coordinate with vendors and external agencies.
  • Professional, presentable, and reliable.
  • Problem-solving attitude; ability to work independently.

4. Qualifications & Experience

  • Graduation (any discipline).
  • 1–3 years of experience in office administration or coordination roles.
  • Experience in healthcare, education, hospitality, or corporate setups preferred.

5. Work Conditions & Expectations

  • Full-time, office-based role in Mohali.
  • Occasional travel to Panchkula/Chandigarh for admin-related tasks.
  • Working knowledge of office equipment will be an added advantage.
  • Must maintain confidentiality and follow organizational protocols.

6. Salary & Benefits

  • Competitive salary based on experience.
  • Travel allowance as per policy.
  • Opportunity to grow into Admin Executive / Office Manager roles.

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