Office Administrator
iamneo - An NIIT Venture
Location: Coimbatore, Tamil Nadu
Workplace Type: On-site
Employment Type: Full-time
Job Purpose
The Office Administrator is responsible for the smooth day-to-day running of office operations at iamneo. This role owns vendor management, procurement of office stock and supplies, initiation of vendor payments, coordination between internal teams and external stakeholders, and management of employee/guest travel, accommodation, and logistics. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple vendors and priorities simultaneously.
Key Responsibilities
- Office Operations: Oversee day-to-day administrative functioning of the office, ensuring a clean, safe, and well-equipped workplace.
- Vendor Management: Identify, onboard, and manage vendors (housekeeping, pantry, stationery, courier, AMC, coworking/facility providers, etc.); track contracts, renewals, and SLAs; benchmark and negotiate rates periodically.
- Stock & Procurement: Maintain inventory of office supplies and consumables; raise purchase orders, track stock levels, and ensure timely replenishment without overstocking.
- Vendor Payments: Verify vendor invoices against POs/contracts, initiate payment requests, and coordinate with Finance/Accounts for timely processing and reconciliation.
- Stakeholder Coordination: Liaise with internal teams (HR, Finance, IT, Facilities) and external stakeholders (vendors, landlords, service providers) to resolve day-to-day operational issues.
- Travel & Accommodation: Arrange and manage travel bookings, hotel accommodation, and local logistics for employees, interns, and guests, ensuring cost-effectiveness and policy compliance.
- Facilities Management: Coordinate repairs, maintenance, and upkeep of office premises, equipment, and assets; manage access control and safety/security protocols.
- Documentation & Compliance: Maintain vendor agreements, admin records, and expense trackers; ensure compliance with internal policies and statutory requirements where applicable.
- Events & Meetings Support: Coordinate logistics for internal events, leadership visits, and meetings, including seating, catering, and equipment setup.
- Budgeting & Reporting: Track admin expenses against budget and provide periodic reports to management on vendor costs, stock consumption, and operational spends.
- Strong working knowledge of MS Excel (data tracking, VLOOKUP/pivot tables, trackers, basic reporting) and MS Office suite (Word, PowerPoint, Outlook).
- Good working knowledge of computers and general office productivity/collaboration tools.
- Prior experience with vendor negotiation, contract handling, and procurement processes.
- Familiarity with expense/ERP tools (e.g., Zoho Expense, Tally, Zoho Books, or similar) preferred.
- Strong coordination and stakeholder management skills across internal and external parties.
- Excellent verbal and written communication skills (English; Tamil preferred given local vendor coordination).
- Strong multitasking, prioritization, and problem-solving abilities in a fast-paced environment.
- High attention to detail and ownership mindset for end-to-end task closure.
- Basic understanding of invoicing, payment cycles, and vendor reconciliation.
- Graduate in any discipline; a degree/diploma in Business Administration is an added advantage.
- 5–6 years of relevant experience in office administration, facilities, or vendor management, preferably in a mid-to-large sized organization.
- Based in or willing to work out of Coimbatore, Tamil Nadu.
- Proactive and self-driven, able to work with minimal supervision.
- Trustworthy and discreet in handling payments and vendor negotiations.
- Calm under pressure, especially while managing urgent operational issues.