Office Admin Coordinator

Syntax is a leading Managed Cloud Provider for Mission Critical Enterprise Applications and has been providing comprehensive technology solutions to businesses of all sizes since 1972. Syntax has undisputed strength to implement and manage ERP deployments (Oracle, SAP) in a secure and resilient private, public or hybrid cloud. With strong technical and functional consulting services, and world-class monitoring and automation, Syntax serves some of North America's largest corporations across a diverse range of industries. Syntax has offices worldwide, and partners with Oracle, SAP, AWS, Microsoft, IBM and other global technology leaders.

Job Summary

The Admin Executive will be responsible for ensuring the smooth and efficient operation of the office, supporting HR processes, managing events, handling procurement and ensuring compliance with health, hygiene and safety protocols. This role requires strong organizational, negotiation and analytical skills to oversee diverse administrative tasks effectively while collaborating with the HR team to manage employee-related documentation, events and regulatory compliance in Mumbai and Hyderabad.

Key Responsibilities

HR Administration

• Support HR with employee onboarding, offboarding and training processes.
• With the support of HR and Compliance team, ensure compliance with local labor regulations applicable in Mumbai and Hyderabad.
•  Assist with team building and wellness initiatives.
• Facilitate the procurement of stamp papers for legal contract agreements.
• Guide employees on the reimbursement claim process and ensure timely resolution of their queries.

Office & Facility Management

• Manage office supplies inventory and ensure timely procurement and replenishment.
• Oversee cleaning, maintenance services and general facility upkeep to maintain a clean and organized office environment.
• Handle incoming and outgoing correspondence.
• Supervise housekeeping, pantry management, security and vendor dealings.
• Ensure the functionality of office equipment and coordinate repairs and servicing.
• Schedule regular maintenance checks and address issues promptly to prevent disruptions.
• Liaise with vendors and service providers for office maintenance and supplies, ensuring timely payments of invoices.
• Implement and monitor security measures to safeguard office premises and personnel.
• Manage access control systems, including issuing and tracking access cards or keys.
• Coordinate with security personnel to  handle emergencies and enforce safety protocols.
• Arrange meet- and-greets and assist visitors to create a welcoming environment.
• Maintain employee and visitor registers for compliance and security.
• Organize meetings, conferences and office events, including team-building activities and celebrations.
• Manage calendars and coordinate travel arrangements.
• Plan and organize office lunches and refreshments.

Travel Management

• Arrange travel for employees, including booking flights, hotels, transportation, airport transfers and vehicle hires.
• Negotiate costs with vendors for travel-related services and ensure compliance with company policies.
• Prepare travel itineraries and h handle travel expense reports and reimbursements.

Event Management

• Plan and organize events, such as annual celebrations, team-building activities and regional safety programs.
• Manage event budgeting, logistics, procurement and vendor relationships.
• Coordinate food, refreshments and related event requirements while ensuring smooth execution.
• Work closely with the HR team to create event-related documents.

Health, Hygiene and Safety Compliance

• Oversee compliance with health and hygiene protocols in Mumbai and Hyderabad offices.
• Implement safety measures and programs for regional teams.
• Maintain and manage documentation related to health and safety protocols and risk management.

Support to Other Departments

• Provide end-end administrative support to all departments mainly Finance and Operations.
• Assist with onboarding processes, including preparing workstations and orientation materials.
• Handle ad hoc administrative tasks and special projects as assigned by management.

Skills and Qualifications

• Bachelor's degree in business administration, Human Resources or a related field.
• Minimum of 5 years of experience in  office administration or a similar role.
• Hands on experience pertaining to health and safety protocols, office administration, facility management, travel management and local labor regulations for Mumbai and Hyderabad regions/India.
• Strong organizational, negotiation and analytical skills.
• Excellent communication and interpersonal abilities.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Problem-solving attitude with attention to detail.

Why Syntax?

Become a part of our success story and work in a company with exciting innovation projects that are causing a stir across the industry. We recently launched one of the world's most advanced manufacturing facilities based on SAP S/4HANA Cloud and SAP Digital Manufacturing Cloud for Execution - for Smart Press Shop, a pioneering joint venture between Porsche and forming specialist Schuler.  

• Competitive, above-average compensation
• Global tourist: With us, you can also work from abroad from time to time
• Flexible working time models, home office
• Attractive benefits, e.g. company pension scheme or various health offers
• A modern environment in which the "you" is part of it
• Open feedback culture, flat hierarchies and a motivated team
• Individual career planning with continuous training and coaching on the job

You see a personal challenge in this responsible task? Apply now - and become part of the SYNTAX team

Syntax is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran status.