Office Administrator

ZEISS in India

ZEISS in India is headquartered in Bengaluru and present in the fields of Industrial Quality Solutions, Research Microscopy Solutions, Medical Technology, Vision Care and Sports & Cine Optics.

ZEISS India has 3 production facilities, R&D center, Global IT services and about 40 Sales & Service offices in almost all Tier I and Tier II cities in India. With 2200+ employees and continued investments over 25 years in India, ZEISS success story in India is continuing at a rapid pace.

Further information at ZEISS India .

The Office Administrator ensures professional front-office operations and reliable administrative, facilities, vendor, asset, document, and payment support for the ZEISS Innovation Hub Chennai. The role provides a welcoming and secure visitor experience, maintains accurate records, coordinates service providers, and enables effective meetings and day-to-day business operations. The position works within approved ZEISS processes, budgets, security requirements, and document-control standards.

Primary duties and responsibilities

• Manage visitors and office operations: Greet, register, direct, and check visitors in and out in a professional and friendly manner; follow site security protocols; manage inquiries; and maintain a welcoming reception area. Monitor corporate-area cleanliness, coordinate housekeeping and pantry services, maintain pantry supplies, and ensure meeting rooms and common areas are ready for business use.

• Administer assets, renewals & vendors: Maintain accurate asset and inventory records, track office equipment and supplies, coordinate maintenance and renewals, and provide standard reports for operational decisions. Liaise with vendors and landlords, monitor agreed service levels, follow up on open issues, support vendor onboarding and purchase requisitions, and escalate unresolved matters to the supervisor.

• Process invoices, utilities, and petty cash: Verify and route utility bills and supplier invoices for approval and timely payment; maintain supporting documents; manage petty cash within approved limits; and reconcile transactions accurately. This include project related spendings to be coordinated with Business function head and central finance team.

• Control business documents and compliance records: Organize, file, preserve, and retrieve business documents securely; maintain document-control practices; and coordinate accurate, timely submission of leasing or regulatory documents with internal functions and government officials as directed. Sort and distribute incoming mail, coordinate outward courier and parcel logistics, arrange meeting rooms, equipment, catering, and supplies, and provide on-site administrative support during meetings and events.

• Provide administrative reporting and stakeholder support: Prepare routine reports, maintain accurate data and records, support general business requirements, and communicate clearly with internal teams, vendors, visitors, and other stakeholders. Manage the internal Teams channels and document storage.
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• Project Management support: Work with Project Management Office of CRT to report capacity planning and project numbers quarterly. Coordinate spendings and communication with stakeholders in individual internal and external projects.

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