Assistant Facilities Administrator

Role Overview

Tonbo Imaging is looking for a proactive and organized Admin Assistant to manage front office operations and provide day-to-day administrative support at our Gurgaon office. The role involves coordinating office activities, supporting employees and visitors, and ensuring smooth functioning of administrative processes.

Key Responsibilities

1. Front Office Management

• Manage reception/front desk, greet visitors, and handle incoming calls.
• Handle incoming/outgoing correspondence (emails, letters, messages) professionally.

1. Office Administration & Supplies

• Maintain stock of office supplies, stationery, and pantry items.
• Coordinate with vendors for procurement and timely replenishment.
• Ensure proper upkeep of office equipment and coordinate basic maintenance.

1. Travel & Logistics Support

• Assist in booking travel, accommodation, and local transport for employees and visitors.
• Coordinate schedules, itineraries, and related documentation as needed.

1. Courier & Document Handling

• Manage courier services and postal dispatches.
• Track incoming and outgoing documents and ensure timely distribution.

1. Vendor & Facility Coordination

• Liaise with housekeeping, security, facility management, and other service providers.
• Escalate issues related to office premises, infrastructure, and services to Admin/HR.

1. Documentation & Filing

• Maintain organized filing systems (physical and digital) for admin documents.
• Support preparation of basic reports, letters, and documentation as required.

1. Meetings & Events Support

• Coordinate meeting room bookings, set-up, and basic hospitality.
• Assist in organizing internal meetings, small events, and team gatherings.

1. Office Upkeep

• Ensure cleanliness and basic maintenance of the office premises.
• Monitor common areas and coordinate corrective actions where required.

1. Attendance & HR Admin Support

• Maintain employee attendance records in coordination with HR.
• Support basic HR/admin activities such as joining formalities assistance, ID cards, etc.

1. General Administrative Support

• Perform any additional admin/office support duties assigned by management.

Skills & Competencies

• Communication:
• Good verbal and written communication skills in English and Hindi.
• Organization & Multitasking:
• Strong organizational skills with the ability to prioritize and handle multiple tasks.
• Confidentiality:
• Ability to manage sensitive and confidential information with discretion.
• Interpersonal Skills:
• Professional, polite, and approachable behavior with staff and visitors.

Computer Skills

• Proficiency in MS Office Word, Excel, PowerPoint, Outlook.
• Comfortable with email, basic spreadsheets, and maintaining digital records.

Location: Gurgaon (Delhi-NCR) Tonbo Imaging Office

Department: Administration

Experience: 25 years

Education: BA / B.Com (or equivalent)