Administrative Operations Manager

Head – Administration & Office OperationsDepartment: Administration & Operations

Reports To: Director / Management

Experience: 1–5 years

Role SummaryResponsible for managing day-to-day administrative operations, supporting the Director, coordinating HR and accounts activities, maintaining company documentation and records, and ensuring timely completion of office-related tasks, payments and follow-ups.

Key Responsibilities

1. Administrative & Director's Office Support

• Manage day-to-day administrative activities and tasks assigned by the Director.
• Maintain company files, records and confidential documents.
• Prepare reports, letters, presentations and business correspondence.
• Assist with business and personal work-related coordination.
• Manage the Director's calendar, appointments, meetings and travel arrangements.

2. HR & Recruitment Coordination

• Post job advertisements on job portals and social media platforms.
• Screen applications and coordinate interviews.
• Follow up with candidates and recruitment agencies.
• Maintain employee files, KYC documents and HR records.
• Coordinate employee onboarding and other HR-related activities.

3. Accounts, Banking & Payment Coordination

• Coordinate with accountants, GST consultants and auditors.
• Maintain records of incoming and outgoing payments.
• Track vendor payments, customer receipts and outstanding amounts.
• Maintain credit card statements, bills, invoices and expense records.
• Coordinate GST documentation, reconciliations and compliance-related paperwork.
• Track and coordinate payments for rent, electricity, internet, mobile, maintenance and other company expenses.

4. Documentation, KYC & Record Keeping

• Organise, arrange and systematically file physical and digital documents.
• Collect, verify and maintain KYC documents for employees, vendors and other relevant parties.
• Maintain records of bills, receipts, payments, agreements and company correspondence.
• Ensure proper documentation, timely updates and easy retrieval of records.

5. Coordination & Follow-ups

• Coordinate with vendors, consultants, clients, government offices and service providers.
• Liaise with internal teams and external stakeholders.
• Track pending tasks and ensure timely completion.
• Provide regular updates to the Director on assigned work and outstanding matters.

6. Courier & Office Administration

• Arrange document pickups, courier dispatches and incoming deliveries.
• Track shipments and ensure timely delivery of important documents.
• Coordinate document collection and drop-offs with employees and external agencies.
• Manage office supplies, stationery, maintenance and vendor requirements.
• Maintain office administrative systems and records.
• Desired SkillsExcellent communication, coordination and follow-up skills.
• Strong organisational and multitasking abilities.
• Proficiency in MS Office, Google Workspace, Excel and email management.
• Good documentation, filing and record-keeping skills.
• Basic understanding of accounting, GST, banking and payment processes.
• Ability to work independently and handle confidential information professionally.

Experience1–5 years of experience in Administration, Executive Assistant, Office Coordinator or similar roles preferred.