Office Assistant and Administrative Coordinator

Office Assistant

Secretarial Support

(Assisting Vice President & Head – Commercial & Corporate Centre, Mr. Arup Bhattacharya)

• Manage end-to-end travel arrangements including flight bookings, boarding passes, hotel reservations, and car bookings.
• Handle travel expense settlements for both domestic and international travel.
• Process and obtain approvals in the system for staff Travel tickets and Travel claims in consultation with the Head – Commercial & Corporate Centre.
• Coordinate Travel-related documentation and ensure timely communication with stakeholders.

Administrative Responsibilities (Team Co-ordinator)

• Act as IT Coordinator for the team, handling IT service requests such as software access, hardware installation, ACR portal requests, laptop requests, and related support.
• Serve as I&S Request Coordinator for conference room arrangements, courier services, carpenter/electrical support/internet/network connectivity issues.
• Manage canteen requisitions for late working hours and meetings, along with staff stationery requests.
• Coordinate team events (formal and informal), including Long Service Award functions and employee engagement activities.
• Arrange and process business invoices through Finance & Accounts (F&A), including:
• Monthly professional fees for senior consultants(reporting under Arup Sir)
• Other business-related invoice processing

Specific Skills / Key Competencies

• Strong interpersonal skills
• Proactive approach & Clear effective communication
• Adaptability and flexibility

Industry-Specific Skills

• Travel Planning & Itinerary Management
• Confidential Information Handling
• Office Operations Management
• Team Support & Coordination