Office Administrator

Role Summary

This is a multi-functional role encompassing administrative management, facilities coordination, office upkeep, safety, and executive assistance. The ideal candidate will be highly organized, detail-oriented, and capable of managing day-to-day office operations in a dynamic co-working environment.

Key Responsibilities

Office & Facilities Management

Manage overall office administration and daily operations at the Zeitview India office.

Act as the primary liaison with the B Hive co-working space team for infrastructure,

maintenance, and shared service needs.

Oversee housekeeping standards and ensure cleanliness and orderliness of the office area.

Ensure all IT hardware and office inventory is tracked, maintained, and replenished as needed.

Coordinate the setup and upkeep of ergonomic, safe, and aesthetically pleasing office space.

Coordinate room bookings, projectors, and other meeting logistics.

Administrative & Executive Support

Provide executive support to the India Managing Director, including calendar management, as well as travel, bookings, and logistics for visiting global leaders.

Manage ID card issuance, visitor logs, and front desk coordination.

Oversee courier, stationery, pantry supplies, and vendor coordination.

Help employees with ad hoc requests like courier dispatch and tracking assets from remote employees.

Assist Finance/HR with admin documentation, stamping, and physical dispatches.

Support HR and leadership team in organizing engagement events, offsites, and internal meetings.

Workplace Safety & Security

Ensure compliance with workplace safety protocols and maintain basic first aid and emergency resources.

Coordinate escort and transport arrangements for employees working in late shifts, especially female employees.

Liaise with co-working security staff to ensure access control and safe environment for employees.

Be responsible for office security and prevent entry of any unauthorized individuals.

Preferred Qualifications & Skills

Bachelors degree in any discipline

36 years of experience in office administration, facilities, or executive assistant roles

Strong interpersonal and vendor management skills

Proficient in MS Office, Google Workspace; IT asset tracking tools is a plus

Ability to multitask, prioritize, and manage time effectively

Experience working in a start-up or co-working environment is a plus

Fluent in English, Hindi, and Kannada for effective communication across diverse team