Office Administrator

Company: Proaxis Solutions

Department: Administration

Location: Infantry Road, Bangalore

Reporting To: Lab Manager / Operations Manager

Experience: Fresher / <1 year

Type: Full-Time

Overview

The Office Administrator will support the day-to-day administrative, clerical, and operational activities. This role requires strong organizational skills, attention to detail, and the ability to maintain accurate records, manage customer interactions, and ensure smooth coordination between clients, and internal departments. The role also involves managing front desk operations, handling documentation, assisting with basic accounts, and maintaining secure inward/outward registers in compliance with organization protocols.

Key Responsibilities

1. Front Office & Customer Handling

• Act as the first point of contact for clients, visitors, and external stakeholders.
• Manage reception duties including phone calls, emails, and walk-ins.
• Provide information on services, case submission procedures, and general inquiries.
• Coordinate client appointments, meetings, and follow-ups.

2. Documentation & Record Management

• Maintain and update inward/outward registers for documents, case exhibits, and relevant materials.
• Track case dispatches and ensure documentation accuracy as per forensic protocols.
• Handle filing, documentation, and archiving in compliance with confidentiality standards.
• Prepare administrative reports, memos, and communication materials.

3. Laboratory Coordination Support

• Coordinate between clients and lab teams for case submissions, status updates, and report deliveries.
• Assist in maintaining chain-of-custody documentation where required.
• Ensure all records are correctly logged in the Laboratory Information Management System (LIMS) or internal databases.
• Support procurement activities by recording material movement and vendor communication.

4. Accounts & Billing Support

• Assist with basic accounting tasks such as data entry, invoice preparation, and payment tracking.
• Maintain receipts, vouchers, and petty cash records.
• Coordinate with the finance team for monthly book keeping, reconciliation and billing follow-ups.

5. Administrative & Operational Tasks

• Manage office supplies, maintenance requests, and vendor coordination.
• Support HR activities such as attendance tracking, onboarding coordination, and documentation.
• Ensure compliance with lab safety and administrative regulations.
• Provide administrative assistance to lab managers and scientists as required.

Skills & Competencies

• Strong communication and customer-handling skills
• Excellent organizational and multitasking abilities
• Proficiency in MS Office (Word, Excel, PowerPoint) and basic accounting software
• Knowledge of documentation protocols and record management
• High attention to detail and confidentiality
• Ability to work in a regulated, structured environment.

Qualifications

• Bachelor’s degree in Administration, Commerce, or related field
• Prior experience in office administration; experience in a lab/healthcare/technical environment is an advantage
• Familiarity with LIMS or similar systems is preferred

Work Environment

• Office-based role within a forensic laboratory setting
• May require interaction with clients, and professionals
• Must adhere to strict confidentiality and data protection guidelines

Working Hours

Monday to Friday: 09:30 AM - 6:30 PM

Saturday: 09:30 AM - 02:30 PM