Office Coordinator

Title: Office Coordinator (Part-time)

Reports to: Manager – HR and Administration

Job Function: Support the day-to-day activities of the Administration and Human Resources department.

Key Responsibilities

• Coordinate On-Boarding activities for new employees including issuance of Access Card, workstation, Office orientation, personnel files management.
• Coordination and implementation of employee engagement related, rewards and recognition activities
• Working closely with the management team to support the setup and continuous upkeep of facilities in the new office.
• Procurement, distribution and ensuring availability of MRO items such as consumables, operational supplies, spare parts, stationery, etc. for the site and always ensuring availability.
• Monitor inventory levels and proactively reorder supplies to prevent operational disruptions.
• Maintain accurate procurement records, contracts, invoices, and vendor documentation.
• Partner with department managers to identify purchasing needs and forecast future requirements.
• Track procurement expenditures and assist with budget management and cost-control initiatives.
• Reconcile vendor invoices and resolve billing discrepancies in coordination with Accounts Payable.
• Coordinate delivery schedules and ensure timely receipt of purchased goods and services.
• Negotiate pricing, terms, and service agreements with vendors when appropriate.
• Identification, contract maintenance and coordination with assigned vendors for facility maintenance for services like security, pest control, housekeeping and janitor services etc.
• Co-ordination with the Landlord as and when required
• IT Infrastructure Management coordination with assigned vendors to ensure working equipment availability– including but not limited to Office phonelines, voicemail, Printers, Scanner, laptops, etc.
• Identifications and tagging of fixed assets (Equipment, Furniture, IT assets, etc.)
• Manage distribution of office posts/mails, office line voicemail messages.
• Co-ordinate delivery of shipment and office mail and packages, manage UPS and FedEx accounts.
• Plan and coordinate travel, hotel, stay, meals, ground transport etc. for employees and guests as requested.
• Working closely with the management team to support the setup and continuous upkeep of facilities in the new office.
• Identification, contract maintenance and coordination with assigned vendors for facility maintenance for services like, security, pest control, housekeeping and janitor services etc.
• Co-ordination with the Landlord as and when required
• In office support for visitor and candidate meetings
• Track adherence to Advagen Policy manual and escalate deviations on a timely basis.
• On-Boarding activities for new employees including issuance of Access Card, workstation, Office orientation
• Personnel Files Management
• Coordination and implementation of employee engagement related, rewards and recognition activities

Skills and Qualification

• Minimum 2 years of experience in office administration and/or HR operations
• Bachelor/Master’s Degree in any field
• Excellent communication skills, both verbal and written, across departments and levels
• Able to handle multiple tasks and stay organized
• Strong attention to detail and organization
• Ability to work independently, as well as in a team setting

Pay: $20.00 per hour

Work Location: In person

Salary : $20