Site Administrative Assistant

As part of a successful international team based in Mohali (Chandigarh), you will be an important link in ensuring smooth daily operations at our office site. Together with you, we will manage front-desk communication, visitor logistics, and documentation workflows for teams worldwide. Your activities will be individually tailored to your previous knowledge, focusing on data management, schedule coordination, and office inventory tracking. You will play a vital role in supporting our team to deliver high-quality results across all active project phases.

Responsibilities

General Administration Office Support

• Manage day-to-day administrative activities to support site operations.
• Coordinate meetings, appointments, and conference arrangements.
• Handle incoming calls, emails, correspondence, and visitor inquiries.
• Maintain office records, databases, contact directories, mailing lists, and organizational documentation.
• Support management reporting and track action items to ensure timely completion.
• Receive and assist customers, vendors, contractors, and visitors to the site.

2. Travel Visitor Coordination

• Organize travel arrangements for employees, customers, and visitors, including flights, hotels, transportation, visas (where applicable), and itineraries.
• Coordinate arrivals and departures for visitors and new employees.
• Manage guest accommodations, transportation and restaurant reservations.
• Prepare onboarding documentation and welcome packages for new employees and visitors.
• Maintain visitor logs and access records.

3. Employee Administration

• Track employee attendance, vacation, overtime, shift allowances, compensation days, and timesheets.
• Support employee onboarding and activities.
• Coordinate employee medical examinations, occupational health requirements, and regulatory compliance activities.

4. Logistics Operational Support

• Coordinate inbound and outbound shipments of equipment, spare parts, and materials.
• Track deliveries and shipments from dispatch to destination.
• Work closely with suppliers, warehouses, couriers, and internal departments to ensure timely delivery of operational materials.
• Support inventory monitoring and procurement activities.
• Coordinate the ordering, storage, and distribution of office supplies and operational consumables.
• Support any special project related to logistics, operations and general administration.

5. Purchasing, Accounting Financial Administration

• Manage site purchasing activities and vendor administration.
• Process purchase requests, direct vendor invoices, and site-related payments.
• Maintain records of petty cash transactions and site expenses.
• Prepare, verify, and submit employee travel expense claims and reimbursement requests.
• Support invoice preparation, tracking, and payment follow-up.
• Maintain contractual and financial documentation in accordance with company policies.

6. Facility Site Management

• Support the day-to-day administration of office and site facilities.
• Coordinate maintenance requests and facility service providers.
• Ensure office equipment, supplies, and workspace resources are available and properly maintained.
• Support workplace health, safety, and security requirements.

What we value

You have

• Minimum 2 years experience as Administrative Assistant, Office Manager, or Executive Assistant
• Experience in an international environment
• Strong written and verbal communication skills in English
• You live in Chandigarh area or you are ready to relocate

And you also are

• Capable of working autonomously
• Able to manage your time efficiently
• Able to follow rules and regulations and to deliver on strict deadlines
• A team player with strong interpersonal skills
• Full professionals skills in the Office suite (Excel, OneNote, PowerPoint)