Office Coordinator

Position Title: Office Coordinator Reports To: HR Manager PURPOSE OF THE POSITION: The Office Coordinator will support the Jaipur office by providing reception, office supplies, general administration and event coordination. CIMET is a start-up organization currently experiencing significant growth and moving into a new office. There are no existing office related processes and practices which will need to be created and communicated by the Office Coordinator. The Office Coordinator will need to be comfortable working in an environment of ambiguity and provide support and assistance where possible. KEY ACCOUNTABILITIES Accountability and Description: - Reception - Welcome visitors and new employees by greeting them, in person, online or on the telephone; answering or referring inquiries. - Direct visitors by maintaining employee and department directories; giving instructions. - To maintain security; monitoring logbook; issuing visitor badges. - Provide new employees with office tours, company property (swipe cards, locker etc.), and assist with logging in. - Maintain a log of all employee swipe cards issued. - Maintain a safe and clean reception area. - Answer phone calls received and direct them appropriately. - Office Supplies - Arrange printer, coffee machine, housekeeping essentials and stationery supplies when requested. - Monitor office supplies stock levels for stationery and break room and purchase directly or place orders when stocks are low. - Monitor office expenditures to determine if savings can be made and adjust purchasing accordingly. - Manage supplier vendor relationships and coordinate deliveries. - General Administrative Support - Establish and implement office processes and practices and communicate to employees. - Support the Executive team (2) with managing the diary, scheduling meetings, booking rooms, reconciliation of purchases. - Attend meetings when requested, takes notes and minutes and distribute to participates. - Prepares meeting rooms for appointments, coordinates schedules, and greet customers and clients prior to meetings. - Manage travel arrangements and itineraries on behalf of the employer. - Assist with the implementation and upkeep of an office intranet. - Attend to issues raised by employees regarding facilities and supplies; coordinate solutions and communicate to employees. - Maintain the general upkeep of the premises. - Carry out routine checks to ensure safety and security. - Photocopying, filing documents, and printing. - Ad hoc administration as required. - Event coordination - Provide support with coordinating employee events and customer social events. - Conduct market research for customer events CIMET can attend, discuss with sales and marketing, coordinate attendance to events when requested. QUALIFICATIONS, EXPERIENCE & CAPABILITIES Qualification - Working towards or completion of a tertiary qualification in Business Administration or a related discipline, desirable not essential. Experience - At least 2 years previous office coordination experience. Capabilities / Competencies - Experience working in a fast-paced environment. - Have exceptional customer service. - Be highly organised, able to take direction from multiple people and prioritise work. - Be pragmatic, roll sleeves up and provide support where possible, create processes and practices for the office. - Have strong administration skills including Microsoft 365 skills and able to navigate multiple systems. - High level attention to detail. - Excellent verbal and written communication skills. Approved By: Date: AUTHORISATION OF ROLE DESCRIPTION Job Types: Full-time, Regular / Permanent Salary: Up to ₹30,000.00 per month Benefits: - Health insurance - Provident Fund Schedule: - Day shift - Morning shift Experience: - total work: 1 year (required) Language: - English (required) Willingness to travel: - 25% (preferred) Speak with the employer ++1 +30+255764 Expected Start Date: 25/06/2024