Office Administration Executive

2 weeks ago

Pune, Maharashtra, India Netscout Systems Full time ₹ 8,00,000 - ₹ 12,00,000 per year

People Who are good in speaking English can apply this role.

Job Summary:

We are looking for a proactive and detail-oriented Office Administrator to manage front office responsibilities and support various administrative and operational functions. This role requires excellent organizational, communication, and coordination skills to ensure the smooth day-to-day functioning of the office.

Key Responsibilities:

1. Visitor and Guest Management

  • Welcome and attend to visitors and guests, ensuring a positive and professional first impression.
  • Maintain a clean, presentable, and well-equipped reception area

2. Employee Greetings and Engagement

  • Manage and send personalized greetings for birthdays, anniversaries, and work anniversaries in a timely manner.

3. Vendor Coordination

  • Maintain relationships with vendors, ensure timely communication, and address any issues or discrepancies.
  • Liaise with vendors for office supplies, services, and event-related requirements.

4. Procurement and Purchasing

  • Prepare purchase orders (POs), obtain necessary approvals, and share POs with vendors to ensure timely procurement.

5. Billing and Invoice Management

  • Verify and cross-check vendor invoices for accuracy.
  • Coordinate with the Finance team to ensure timely processing of payments, keeping track of due dates and approvals.

6. Document Management

  • Organize and maintain systematic filing of important documents, including import-related documentation, invoices, and vouchers.

7. Travel Arrangements

  • Coordinate travel bookings for employees and guests, accommodation, forex, and ground transportation.

8. ID Cards and Visiting Cards

  • Manage the issuance process of ID cards and visiting cards for employees, ensuring accuracy and timely delivery.

9. Event Coordination

  • Assist in planning and executing internal events and celebrations, ensuring smooth logistics and optimal use of available resources.

10. Recruitment Support

  • Track candidate progress, schedule interviews, and coordinate with hiring managers to ensure a seamless recruitment process.

11. Import Documentation

  • Handle end-to-end import documentation, ensuring compliance with relevant regulations and timely processing.

Qualifications and Skills:

  • Bachelor's degree in Business Administration or related field preferred.
  • 13 years of experience in an administrative or operations role.
  • Excellent verbal and written communication skills.
  • Strong organizational and time management abilities.
  • Proficiency in MS Office (Word, Excel, Outlook).
  • Ability to multitask and prioritize in a fast-paced environment.
  • High level of integrity, professionalism, and attention to detail.Role & responsibilities

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