Administrative Assistant

Job Summary

We are looking for a proactive and organised Administrative Assistant to manage day-to-day office operations, facilities, and vendor relationships. The ideal candidate will ensure a smooth, clean, and efficient working environment, taking ownership of housekeeping, canteen services, petty cash, and inventory management. 

Key Responsibilities:

1. Vendor & Contract Management

• Act as the primary point of contact for external service providers (housekeeping, security, catering, maintenance, pest control).

• Ensure vendor compliance with Service Level Agreements (SLAs) and company policies.

• Manage the procurement process: generate Purchase Orders (POs), verify invoices, and process payments promptly.

• Evaluate vendor performance and source new vendors as needed. 

2. Canteen & Pantry Management

• Oversee daily canteen operations, ensuring food quality, hygiene standards, and menu variety.

• Coordinate with the catering vendor to manage shift timings and service availability.

• Manage pantry inventory, ensuring daily supplies (tea, coffee, snacks) are stocked.

• Collect and analyze employee feedback to improve canteen services. 

3. Housekeeping & Facility Upkeep

• Supervise housekeeping staff to ensure high cleanliness standards in workstations, meeting rooms, and common areas.

• Monitor daily cleaning schedules, including deep cleaning and pest control activities.

• Manage minor repairs and maintenance of office furniture, fixtures, and appliances (AC, plumbing, lighting). 

4. Stock & Inventory Management 

• Maintain, verify, and report on stationery and pantry stock levels.

• Handle procurement and distribution of office supplies and employee gifts.

• Maintain an "in-out" register for all consumable items to monitor usage. 

5. Petty Cash & Financial Admin 

• Manage the office petty cash account, ensuring accurate recording of daily expenses.

• Prepare weekly/monthly expense reports and submit for approval.

• Assist in budget tracking and implementing cost-control measures. 

6. General Administration 

• Handle courier services, employee travel arrangements, and hotel reservations.

• Support HR/IT teams with onboarding/offboarding logistics (seating, access cards).

• Assist in organising company events, meetings, and conferences.

• It is a Full Time Recruiter / HR / Admin job for candidates with 2 - 4 years of experience.