Office Administrator

Job Description

The Administrator is responsible for efficiently managing client enquiries, scheduling, daily calendar coordination, team schedules, and all appointments at Mitali’s Board and Train. This role also includes overseeing aspects of facility management, vendor management, payments, inventory management and attendance.The ideal candidate will be detail-oriented, possess excellent communication skills, have a problem-solving approach, and demonstrate a high level of professionalism in both English and Hindi.

Key Responsibilities
Client Enquiries Management
Handle all incoming client enquiries via phone, email, and other communication channels
Provide detailed information about services, pricing, and availability, maintain a professional and courteous manner in all client interactions.

Scheduling & Calendar Management
Manage the daily calendar, including scheduling appointments, meetings, and team schedules
Coordinate with team members to ensure smooth operations and timely completion of tasks.
Adjust schedules as needed to accommodate last-minute changes or emergencies.

Team Coordination & Attendance
Develop and manage the team’s schedules to ensure optimal coverage and efficiency.
Support the team in daily operations, providing guidance and resolving any issues that arise.
Monitor and track attendance, and address any discrepancies promptly.

Facility & Vendor Management
Oversee facility management tasks, including vendor management, payments, and inventory control.
Coordinate with vendors for supplies, repairs, and other facility-related needs.

Inventory
Monitor and manage inventory levels, ensuring that all necessary supplies are stocked.
Order supplies based on requirement.

Payments & Accounting
Process payments and maintain accurate records of transactions for clients and vendors
Ensure timely payment of invoices and maintain accurate financial records.
Work closely with the Finance team with regards with filing of annual and quarterly taxes
Petty Cash management

Communication & Reporting
Maintain clear and effective communication with all stakeholders, including clients, team members, and vendors.
Prepare and submit regular reports on scheduling, attendance, inventory, and other relevant metrics.
Keep the management informed of any significant issues or developments.

Required Qualifications
Experience: Minimum of 2 years of relevant experience in an administrative role or similar, with a focus on client management, scheduling, and facility operations.
Communication Skills: Excellent verbal and written communication skills in both Hindi and English.
Attention to Detail: Strong organisational skills with a high level of attention to detail.
Problem-Solving: Proven ability to handle challenges and find effective solutions.
Location: Must reside in Mumbai and be able to commute to Powai daily.

Preferred Qualifications:
Technical Skills: Proficiency in Google Suite and other relevant software.
Industry Knowledge: Familiarity with the industry and its operational requirements.