Office Assistant

The Office Assistant will support the smooth day-to-day functioning of the Nashik office by managing office administration, facilities coordination, vendors, supplies, procurement, employee workplace support, documentation and operational logistics. This is a hands-on role requiring strong organization, follow-through, practical problem-solving and the ability to independently coordinate multiple office-related requirements.

Key Responsibilities

• Office Administration & Facilities

• Manage day-to-day administrative activities and ensure the office remains clean, safe, organized and functional.

• Coordinate housekeeping, maintenance, internet, utilities, security and other office services.

• Coordinate repairs, maintenance requests and infrastructure-related requirements and follow through until closure.

• Maintain office supplies, stationery, consumables and basic office inventory; identify replenishment requirements and place orders.

• Vendor & Service Provider Coordination

• Coordinate with office vendors and service providers for routine and ad-hoc requirements.

• Obtain quotations or relevant service information when required and coordinate service delivery.

• Follow up on pending vendor issues and ensure timely resolution of operational concerns.

• Maintain vendor-related records, documents and service information.

• Coordinate with Finance on invoices, supporting documents and payment follow-ups.

• Employee & Workplace Support

• Serve as the first point of contact for employees for office and workplace-related requirements.

• Support joining arrangements such as workspace setup, access, materials and other office logistics.

• Coordinate meeting rooms, seating arrangements and common workplace requirements.

• Support office events, team gatherings and employee engagement activities.

• Help ensure a professional, organized and employee-friendly in-office experience.

• Administrative & Operational Coordination

• Maintain office records, documentation, trackers and administrative files.

• Support leadership and teams with scheduling, coordination and logistics as required.

• Assist with travel and accommodation arrangements when needed.

• Coordinate office-related procurement and follow up on pending operational requirements.

• Coordinate across People & Operations, Finance and other teams to close office-related requests.

• Compliance, Safety & Workplace Readiness

• Maintain relevant office documentation and records.

• Support basic workplace safety, emergency preparedness and compliance-related requirements applicable to the office.

• Identify operational gaps proactively and coordinate corrective action.

• General Office Support

• Handle routine correspondence, documentation and administrative follow-ups.

• Support visitors, meetings and general office coordination when required.

• Take ownership of day-to-day office issues and ensure timely closure rather than only escalating them.

Requirements

• Education : Graduate or diploma qualification preferred; equivalent relevant administrative experience may also be considered.

• Experience :

• 2+ years of experience in office administration, administrative support, office operations or facilities coordination.

• Hands-on experience coordinating vendors and service providers.

• Experience managing office supplies, procurement, records and routine operational requirements.

• Experience in a small or mid-sized organization, NGO, startup, professional services or similar environment is preferred.

• Skills:

• Strong organization and follow-through

• Vendor and stakeholder coordination

• Clear verbal and written communication

• Attention to detail and documentation discipline

• Practical problem-solving and ownership

• Ability to manage multiple priorities independently

• Basic proficiency in Google Workspace / MS Office, Excel or Google Sheets

• Comfortable working in an in-person office environment

Benefits

• Great work culture

• 5 days working

• Group Medical Insurance