Hiring For Office Administration

• We are looking for candidates who can join in 15 to 30 Days of notice period.
• Work Location: One of the major IT Tech Park in prime location in Chennai *.
• Work Type: Work from Office is Mandatory

Job Summary

We are seeking a highly organized and proactive Associate, Office Administration & Procurement Management to oversee all aspects of our office administration and vendor management. This role is a dynamic blend of responsibilities, with a primary focus on ensuring a smooth, efficient, and productive office environment and a significant component dedicated to managing vendor relationships and strategic procurement. The ideal candidate is a resourceful problem-solver with excellent negotiation skills and a strong commitment to operational excellence.

Key Responsibilities

• Workspace Operations: Oversee the day-to-day operations of the office, ensuring a clean, safe, and well-organized work environment that adheres to health and safety standards.
• Facilities Management: Act as the primary point of contact for all facility-related issues, Fire & Safety guidelines including maintenance, repairs, and space planning.
• Administrative Support: Manage and streamline administrative functions such as office supplies inventory, mail distribution, equipment maintenance, ID Card creation, Inventory Management, Periodic review and audit and company records.
• Event & Travel Coordination: Plan and execute company events, meetings, and conferences. Coordinate domestic and international travel arrangements for staff, ensuring cost-effectiveness and convenience.
• Policy Implementation: Develop, implement, and maintain office policies and procedures to improve efficiency and workflow.
• Budget Management: Prepare and manage the annual budget for office administration, tracking expenses and identifying opportunities for cost savings.
• Extended Support: Looking for a associate to work on Saturdays and Sundays in case of any renovation work, office cleaning etc.
• Office Timings: Monday to Friday: 8:30 AM to 6:00 PM*.

Service Provider & Procurement Management:

• Vendor Sourcing & Negotiation: Identify, evaluate, and onboard new service providers and vendors for all office-related needs (e.g., catering, security, IT support, stationery, travel agencies).
• Contract Management: Negotiate contracts, pricing, and Service Level Agreements (SLAs) to secure favorable terms and ensure maximum value for the company.
• Relationship Management: Serve as the primary liaison with all external vendors and service providers, fostering strong professional relationships and managing performance.
• Performance Monitoring: Regularly review vendor performance against agreed-upon SLAs, addressing any issues or discrepancies promptly and effectively.
• Procurement Process: Manage the end-to-end procurement process, from raising purchase requisitions to verifying invoices and coordinating with the finance department for timely payments.

Qualifications & Skills

Required Education & Experience

• Education: A bachelors or masters Degree with relevant specializations are required.
• Experience: A minimum of 5 years of proven experience in a similar role, with a strong background in both office management and procurement/vendor management.

Key Competencies

• Negotiation Skills: Demonstrated ability to negotiate effectively with vendors to achieve competitive pricing and favorable terms.
• Organizational Skills: Exceptional organizational and multitasking abilities with a keen eye for detail.
• Communication: Superior verbal and written communication skills, with the ability to interact professionally with employees at all levels and external partners.
• Problem-Solving: Proactive and resourceful problem-solving capabilities with a hands-on approach.
• Financial Acumen: Strong understanding of budgeting, expense tracking, and financial principles.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook). Experience with procurement software is a plus.
• Attention to detail and maintaining confidentially on office internal matters.