Admin Associate

Job Title: Office Administrator

Location: Kochi, India (Onsite)

Company Overview

Seeking a dynamic and detail-oriented individual to manage office administration functions and support charitable trust activities. This role involves overseeing day-to-day office operations, administrative coordination, financial record support, vendor follow-up, documentation, and trust-related communication and reporting.

Job Summary

The Office Administrator will be responsible for overseeing the day-to-day administrative functions of the office and providing support for charitable trust-related activities. The ideal candidate will have 1-2 years of experience in office administration, strong organizational skills, basic accounting knowledge, and the ability to handle routine coordination across office, HR, Finance, and trust administration requirements.

Key Responsibilities

Office Administration:

1.Office Management:

• Manage daily office operations, including supplies, facilities, and maintenance.
• Organize and maintain office records, files, registers, and databases.
• Handle correspondence, emails, phone calls, and courier communication.

2.Documentation & Coordination:

• Assist in preparing letters, reports, spreadsheets, and other basic documentation.
• Coordinate with vendors, suppliers, service providers, and maintenance teams as required.
• Monitor office supplies and place orders while maintaining stock records.

3.Administrative Support:

• Support HR and Finance teams with basic administrative and coordination tasks.
• Maintain cash book records and track daily cash and petty cash transactions accurately.
• Ensure proper filing of bills, invoices, receipts, and supporting documents.

4.General Coordination:

• Help schedule meetings, follow up on routine tasks, and support smooth office functioning.
• Maintain confidentiality and ensure proper handling of important records and information.

Charitable Trust:

1.Administrative Support:

• Manage trust-related administrative tasks, including scheduling, record-keeping, and correspondence.
• Coordinate meetings, events, volunteer activities, and routine communication.

2.Donor & Partner Relations:

• Assist in maintaining communication with donors, partners, and beneficiaries.
• Help prepare reports and updates on trust activities and related records.

3.Fundraising & Communications:

• Provide administrative support for fundraising initiatives and campaigns.
• Assist in coordinating promotional materials and communication activities.

4.Compliance & Reporting:

• Maintain proper trust documentation and records.
• Assist in preparing and submitting compliance-related reports and supporting documents as required.

Qualifications

• Bachelor's degree in Commerce, Business Administration, Finance, or a related field.
• 1-2 years of experience in office administration or a similar role.
• Strong organizational and multitasking skills.
• Good verbal and written communication skills.
• Proficiency in office software, including Microsoft Office Suite (Word, Excel, Outlook).
• Basic accounting knowledge, including cash book maintenance and petty cash handling.
• Accuracy in data entry, documentation, and record keeping.
• Experience in bookkeeping, vendor coordination, or administrative support to HR/Finance will be an added advantage.
• Exposure to charitable trust, NGO, or non-profit administrative work is a plus.

Personal Attributes

• High level of integrity and discretion in handling confidential information.
• Ability to work independently and as part of a team.
• Strong problem-solving skills and attention to detail.
• Ability to manage multiple tasks simultaneously and meet routine deadlines.

How to Apply

Interested candidates are invited to submit their resume detailing their relevant experience and qualifications to [Confidential Information]. Please include Office Administrator Application in the subject line.