Office Admin Assistant

Laptop Mandatory

Position

Office Admin Assistant – DSC, Tender & Office Administration

Department

Administration / Tender & Contracts

Reports To

Project Manager / Office Manager / Director

Job Summary

The Office Admin Assistant is responsible for providing administrative support, managing Digital Signature Certificate (DSC) activities, assisting in tender documentation and submissions, maintaining office records, coordinating with government departments and clients, and ensuring smooth day-to-day office operations.

Key Responsibilities

1. Office Administration

Manage day-to-day office operations.

Maintain office files, registers, and documentation.

Draft letters, reports, quotations, and correspondence.

Handle inward and outward correspondence.

Coordinate meetings and maintain meeting minutes.

Manage office stationery and inventory.

Maintain employee attendance and leave records.

Organize and maintain physical and digital filing systems.

2. Digital Signature Certificate (DSC)

Manage Digital Signature Certificates (DSC) for authorized personnel.

Install, renew, and troubleshoot DSCs.

Configure DSCs on government e-tender portals.

Maintain DSC records and validity schedules.

Coordinate with Certifying Authorities for renewals.

3. Tender Management

Search and monitor government and private tenders.

Download tender documents from e-procurement portals.

Prepare technical and commercial bid documents.

Compile eligibility documents and statutory certificates.

Upload tender documents on e-tender portals.

Coordinate with technical, finance, and legal teams.

Maintain tender submission records and deadlines.

Track tender status and correspondence.

4. Documentation & Compliance

Maintain company registrations and licenses.

Update GST, PAN, MSME, ISO, PF, ESIC, and other statutory documents.

Maintain work orders, agreements, invoices, and payment records.

Prepare compliance documentation for clients and government agencies.

5. Client & Vendor Coordination

Coordinate with clients regarding documentation and payments.

Follow up with vendors and consultants.

Maintain professional communication via email and telephone.

Schedule meetings and appointments.

6. Record Management

Maintain digital and physical project records.

Archive completed project files.

Ensure confidentiality of sensitive documents.

Required Qualifications

Graduate in Commerce, Business Administration, Arts, or any related discipline.

Diploma/Certificate in Office Administration or Computer Applications (preferred).

Experience

1–3 years of experience in office administration, tender documentation, or government e-tendering.

Experience with government departments, municipal projects, or infrastructure companies is preferred.

Technical Skills

MS Word

MS Excel (Advanced preferred)

MS PowerPoint

Outlook / Email Management

PDF editing software

Google Workspace

Government e-Tender Portals

DSC Installation & Configuration

Online document submission

Desired Skills

Excellent written and verbal communication.

Strong organizational and time-management skills.

Attention to detail and accuracy.

Ability to handle multiple deadlines.

Good interpersonal and coordination skills.

Ability to work independently and as part of a team.

Basic knowledge of tender procedures and government procurement.

Key Performance Indicators (KPIs)

Timely tender submissions.

Accuracy of documentation.

Successful DSC management without downtime.

Proper maintenance of office records.

Timely compliance with statutory requirements.

Efficient coordination with clients and departments.

Preferred Knowledge

Government e-Procurement Portals.

GEM Portal.

Municipal Corporation/Nagar Parishad Tender Process.

Swachh Bharat Mission (Urban) documentation.

Contract administration.

Basic GST and invoice documentation.